748job United States

Medical Records Administrator Specialist

Department of Veterans Affairs › Veterans Health Administration (3689 current openings)

Who may apply

Limited to the following applicant groups:

  • Internal to an agency
Middleton, Wisconsin
Full-time Security Clearance: Not Required
Application Deadline:
2026-08-26
Posted:
2026-08-12

About 1 week left

Apply on usajobs.gov
Salary: $40,736 – $97,087 per year (GS-5/11)

Job Details

Position Overview

This position is located in the Health Information Management (HIM) Section of Health Administration Service at the William S. Middleton Memorial VA Hospital. Medical Records Administration Specialist (MRAS) in Veterans Health Administration (VHA) perform work concerned with the management of a health record program or the provision of services related to medical record administration/health information services




Duties

Major duties include but are not limited to:
  • Perform data mining; complex data analysis; and interpret and transform data into accurate, consistent, and timely information
  • Present findings and recommendations to the Chief of HIM (CHIM) and facility leadership
  • Perform workflow analyses, recommend process improvements, identify and implement best practices, and implement changes as needed to improve the productivity and quality controls of the HIM department
  • Prepare workload and production reports, monitor trends to identify efficiencies and outliers, and recommend appropriate actions
  • Design and perform quality improvement projects related to health information management to identify and recommend ways of eliminating, combining, simplifying or improving procedures and processes
  • Compile diagnostic, procedural, and statistical data, and present reports locally, regionally, or nationally
  • Provide training for HIM, clinical and administrative staff on HIM topics

Work Schedule: 8:00am to 4:30pm M-F

Qualifications & Requirements

Basic Requirements:

United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.

Experience: Three years of experience in the field of medical records that included the preparation, maintenance, and management of health records and health information systems demonstrating a knowledge of medical terminology, medical records procedures, medical coding, or medical, administrative, and legal requirements of health care delivery systems
OR
Education: Successful completion of a bachelor's degree or higher from an accredited college or university recognized by the U.S. Department of Education, with a major field of study in health information management, or a related degree with a minimum of 24 semester hours in health information management or health information technology
OR
Experience/Education Combination: Equivalent combinations of experience and education that equals 100 percent may be used to meet basic requirements. For example, two years above high school from an accredited college or university, with 12 semester hours in health information technology/health information management, plus one year and six months of creditable experience that included the preparation, maintenance, and management of health records and health information systems meets an equivalent combination.
AND
Certification: Must possess one of the following certifications
Coding Certification through AHIMA or AAPC - Mastery certification obtained through the American Health Information Management Association (AHIMA) or the American Association of Professional Coders (AAPC). Current mastery level coding certifications include: Certified Coding Specialist (CCS), Certified Coding Specialist (CCS) - Physician-based (CCS-P), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), and Certified Inpatient Coder (CIC).
OR
HIM Certification through AHIMA - Higher-level health information management certification obtained through AHIMA. Current HIM certifications include Registered Health Information Technician (RHIT) and Registered Health Information Administrator (RHIA)
OR
Health Data Analyst Certification through AHIMA - Certification obtained through AHIMA that certifies mastery in health data analysis. Current health data analyst certification includes Certified Health Data Analyst (CHDA)

*You MUST provide a copy of your certifications with your application

*May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

IN ADDITION TO MEETING THE BASIC REQUIREMENTS LISTED ABOVE, YOU MUST MEET THE GRADE REQUIREMENTS AT ONE OF THE FOLLOWING GRADE LEVELS TO QUALIFY FOR THIS POSITION.

GS-05
Experience: None beyond the basic requirements. Employees at this grade level serve in an MRA career development position under close supervision.

GS-07
Experience: One year of creditable experience equivalent to the next lower grade level (GS-05). Experience is only creditable if it is in health information management and is directly related to the position to be filled.
OR
Education: Bachelor's degree from an accredited college or university in a major field of study in health information management, with an exemplary academic record as demonstrated by:
  1. A 3.0 or higher-grade point average (GPA) out of a possible 4.0 GPA (''B" or better), as recorded on their official transcript or as computed based on four years of education, or as computed based on courses completed during the final two years of the curriculum
  2. A 3.5 GPA or higher out of a possible 4.0 GPA ("B+" or better) based on the average of the required courses completed in the major field of study, or the required courses completed in the major field of study during the final two years of the curriculum.
AND
Demonstrated Knowledge, Skills, and Abilities:
  • Knowledge of current classification systems such as International Classification of Diseases, Current Procedural Terminology, and the Healthcare Common Procedure Coding System (HCPCS).
  • Ability to effectively communicate (written and verbal) with medical center staff, patients, and external entities.
  • Ability to use data collection and analytical techniques for purposes of review, quality control, studies and analysis of health information.
  • Ability to utilize computer applications with varied functions to produce a wide range of reports, to abstract records, collect and analyze data and present results in various formats.
  • Ability to work independently, adapt to shifting priorities, and meet deadlines.
GS-09
Experience: One year of creditable experience equivalent to the next lower grade level (GS-07) that demonstrates the knowledge, skills, abilities, and other characteristics described at that level.
OR
Education: Education equivalent to two full years of progressively higher level graduate education or a master's degree or equivalent graduate degree from an accredited college or university in a field directly related to health information management.
AND
Demonstrated Knowledge, Skills, and Abilities:
  • Knowledge of medical and legal requirements related to health information management and health records.
  • Ability to provide technical advice and guidance on health information management practices.
  • Skill in extracting data from various sources and analyzing health information to create reports.
  • Skill in researching, interpreting, and applying health information management guidelines.
  • Knowledge of performance and process improvement techniques to develop new or improved solutions in health information management.
GS-11
Experience: . One year of creditable experience equivalent to the next lower grade level (GS-09) that demonstrates all of the knowledge, skills and abilities described at that level.
OR
Education: Education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree from an accredited university or college in the field of health information management.
AND
Demonstrated Knowledges, Skills, and Abilities:
  • Skill in performance and process improvement techniques to develop and implement new or improved solutions in health information management.
  • Ability to advise management and staff, at various levels, regarding health record documentation requirements and health information management practices based on current industry standards, policies, statues, laws, and regulations.
  • Ability to plan, justify, develop, evaluate, assess, monitor, and advise on current health information management processes and recommend changes in policies or procedures.
  • Ability to determine and evaluate compliance with legal, ethical, and regulatory guidelines and accrediting bodies, as they apply to health information management.
  • Ability to acquire, manage, analyze, interpret, and transform data into accurate, consistent, and meaningful information.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-11. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-05 to GS-11.

Education

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Requirements

  • You must be a U.S. Citizen to apply for this job.
  • To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
  • Selective Service Registration is required for males born after 12/31/1959.
  • Must be proficient in written and spoken English.
  • Subject to background/security investigation.
  • Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
  • Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  • Complete all application requirements detailed in the "Required Documents" section of this announcement.
As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:
  • your performance and conduct;
  • the needs and interests of the agency;
  • whether your continued employment would advance organizational goals of the agency or the Government; and
  • whether your continued employment would advance the efficiency of the Federal service.
Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Evaluations

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:
  • Attention to Detail
  • Customer Service
  • Decision Making
  • Flexibility
  • Integrity/Honesty
  • Interpersonal Skills
  • Learning
  • Reading Comprehension
  • Reasoning
  • Self-Management
  • Stress Tolerance
  • Teamwork


Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Required Documents

To apply for this position, you must provide a complete Application Package which includes:
  • Resume
  • SF-50/ Notification of Personnel Action


Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
  • Other (1)
  • Professional Certification
  • Resume
  • SF-50/ Notification of Personnel Action
  • Transcript



Veterans' preference does not apply for internal or other current permanent Federal agency employees.

How to Apply

Please read the entire announcement and all the instructions before you begin an application. To apply for this position, you must complete the initial online application, to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 11:59 PM (ET) on the closing date of the announcement to receive consideration. To preview the application questionnaire, click https://apply.usastaffing.gov/ViewQuestionnaire/13033320. The application process is as follows:
  1. To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents.
  2. Answer the questions presented in the application and attach all necessary supporting documentation.
  3. Click the Submit Application button prior to 11:59 PM (ET) on the announcement closing date, 08/26/2026.
  4. If you are required to complete any USA Hire Assessments, you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally, in USAJOBS you can click "Track this application" to return to your assessment completion notice.
  5. Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.
  6. Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended.
  7. Set aside at least 3 hours to take the USA Hire Assessments; however, most applicants complete the assessments in less time. If you need to stop the assessments and continue later, you can re-use your unique assessment link. NOTE: Your responses to the USA Hire Assessments will be reused for one year (in most cases) from the date you complete an assessment. If future applications you submit require completion of the same assessments, your responses will be automatically reused.
Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at https://support-usahire.opm.gov/hc/en-us.

To update your application, including supporting documentation: During the announcement open period, return to your USAJOBS account, find your application record, and click Edit my application. This option will no longer be available once the announcement has closed.

To view the announcement status or your application status: https://help.usajobs.gov/how-to. Your application status page is where you can view your application status, USA Hire assessment completion status, and review your notifications sent by the hiring agency regarding your application.

NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
Source: Data sourced from USAJOBS