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HER - Medical Records Administration Specialist

Federal Bureau of Prisons
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Clarification from the agency

• THIS IS A DELEGATED EXAMINING ANNOUNCEMENT OPEN TO ALL U.S. CITIZENS. • Duty Location: FCI Herlong, CA NOTE: A 17% RECRUITMENT INCENTIVE WILL BE PAID TO SELECTEE(S) WHO MEETS THE CRITERIA FOR RECRUITMENT BONUSES. UPON COMPLETION OF THE RECRUITMENT SERVICE AGREEMENT, RETENTION INCENTIVES MAY BE INITIATED.

The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

Duties

Conducts quality improvement reviews, evaluates documents in medical records, identifies unrecorded diagnosis and inadequate coding and documentation.

Assists in developing policies and procedures for the Medical Record Department, answers medico-legal requests, advises staff members on methods of recording and retrieving health care data for special studies, coordinates doctors’ clinical pertinence reviews and closed record reviews.

Performs retrospective and concurrent chart reviews, retrieves data for studies, coordinates with appropriate personnel to meet local requirements concerned with the admission, treatment, transfer and discharge of patients.

Participates in the assessment and recommendation for automating department functions and the medical records.

Along with all other correctional institution employees, incumbent is charged with the responsibility for maintaining security of the institution. The staff correctional responsibilities precede all others required by this position and is performed on a regular and recurring basis.

RequirementsConditions of Employment

  • U.S. Citizenship is Required.
  • See Special Conditions of Employment Section.
  • Selective Service Requirement: http://www.sss.gov

 

Interagency Career Transition Assistance Plan (ICTAP) The ICTAP provides eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. If your agency has notified you in writing that you are a displaced employee eligible for ICTAP consideration, you may receive selection priority if: 1)this vacancy is within your ICTAP eligibility; 2) you apply under the instructions in this announcement; and 3) you are found well qualified for this vacancy. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified category using established category rating criteria. You must provide proof of eligibility with your application of ICTAP eligibility or a copy of your separation personnel action form. Additional information about ICTAP eligibility is at: Click Here

The Career Transition Assistance Plan (CTAP) provides eligible surplus and displaced competitive service employees in the Department of Justice with selection priority over other candidates for competitive service vacancies. If your Department of Justice component has notified you in writing that you are a surplus or displaced employee eligible for CTAP consideration, you may receive selection priority if: 1) this vacancy is within your CTAP eligibility; 2) you apply under the instructions in this announcement; and 3) you are found well qualified for this vacancy. To be well qualified, you must satisfy all qualification requirements for the vacant position and rate equivalent to the Highly Qualified category using established category rating criteria. You must provide a copy of your written notification of CTAP eligibility with your application. Additional information about CTAP eligibility is at: Click Here

 

Qualifications

 

To be considered for the position, you must meet the following qualification requirements:

Basic Requirements:

Education:

Successfully completed training in an approved school for medical records technicians equates to 1 year of general experience. No credit may be given for partial completion of such training.

Successful completion of a bachelor's degree in a medical records administration educational program accredited by the American Health Information Management Association (AHIMA) and the American Medical Association's Committee on Allied Health Education and Accreditation (CAHEA) meets the requirements for GS-5 positions.

Successful completion of the requirements for a bachelor's degree (in any field) and 1 year in a medical records administration educational program accredited by AHIMA and CAHEA meets the requirements for GS-07.

OR

General Experience (for GS-5 positions):

Experience in the preparation, maintenance, and management of medical records and health information systems that provided a knowledge of medical terminology, medical records procedures, and medical, administrative, and legal requirements of health care delivery systems.

Specialized Experience (for positions above GS-05):

Examples of qualifying specialized experience include:

  • Planning, developing, and directing a medical records program for a health care facility that meets both institutional goals and standards of accrediting agencies.
  • Evaluating and analyzing the organization and operation of medical records services, including medical records and indexes, and recommending and/or implementing appropriate revisions and modifications.
  • Assisting medical and administrative staff in evaluating the quality and appropriateness of patient and health care services.
  • Designing information systems to collect, analyze, monitor, report, and maintain privacy and confidentiality of patient and institutional data for health care related programs, and evaluating and implementing changes to assure the reliability of data.
  • Developing and implementing policies and procedures for processing legal medical documents and insurance and correspondence requests in accordance with Federal, State, and local statutes.

AND

In addition to meeting the Basic Requirements above, applicants must have:

Education:

GL-05:Successful completion of a 4-year course of study leading to a bachelor's degree.

GL-07:One full year of graduate level education or superior academic achievement.

OR

Experience:

GL-05: Three years of general experience, one year of which was equivalent to at least the next lower grade level. General experience is progressively responsible experience gained in administrative, professional, technical, investigative, or other responsible work. Experience in substantive and relevant secretarial, clerical, or other responsible work may be qualifying as long as it provided evidence of the particular qualifications necessary to perform the duties of the position to be filled. Experience of general clerical nature typing, filing, routine procedural processing, maintaining records, or other non-specialized tasks) is not creditable.

Some examples of this qualifying experience are:

  • Experience reviewing the accuracy of a medical records release of information request and tracking its progress.
  • Experience analyzing incoming email/mail and the routing process.
  • Experience analyzing record storage and retrieval policies and procedures.

GL-07: You must have at least one year of specialized experience equivalent in difficulty and complexity to the next lower grade level in federal service. To be creditable, this experience must have equipped the applicant with the particular knowledge, skills and abilities (KSA's) to perform successfully the duties of the position, and must typically be in or related to the position to be filled.

Some examples of this qualifying experience are:

GL-07:

  • Experience working with automated medical records systems.
  • Experience recognizing acceptable medical record standards, medical and legal requirements, and proper maintenance of medical records.
  • Experience maintaining computer programs to accommodate health information data.
  • Experience reviewing routine health information and procedures for local compliance with regulatory, professional or JCAHO standards.
  • Experience and knowledge of the requirements of the Privacy Act and Freedom of Information Act and agency policies concerning release of medical information.

OR

Combination of Education and Experience:

GL-05 and GL-07: Combination of successfully completed graduate level education and specialized experience. This experience must have equipped you with the qualifications to perform the major duties of this position as described above.

If applicable, credit will be given for paid and unpaid experience. To receive proper credit, you must show the actual time (such as number of hours worked per week) spent in the activities.

**Your eligibility for consideration will be based on your responses to the questions in the application.**

 

Education

See Qualifications Section for education requirements, if applicable.

ONLY if education is a requirement/substitution for specialized experience, applicant MUST upload legible transcripts as verification of educational requirement. Transcripts MUST be uploaded and electronically linked from USAJOBS at the time you apply and MUST include identifying information to include School Name, Student Name, Degree and Date Awarded (if applicable). All academic degrees and coursework must be completed at a college or university that has obtained accreditation or pre-accreditation status from an accrediting body recognized by the U.S. Department of Education. For a list of schools that meet this criteria, Click Here.

Foreign Education: For information regarding foreign education requirements, please see Foreign Diploma and Credit Recognition at the U.S. Department of Education website: Recognition of Foreign Qualifications.

Superior Academic Achievement. (S.A.A.) applicants MUST provide a transcript in order to be considered under S.A.A. 

In order to be creditable under this provision, superior academic achievement must have been gained in a curriculum that is qualifying for the position to be filled.

If you are selected for this position and qualified based on education (i.e. basic education requirement and/or substitution of education), you will be required to provide an OFFICIAL transcript prior to your first day on duty.

 

Additional information

This position IS included in the bargaining unit.

In accordance with 5 U.S.C. 3307, a maximum entry age of 36 has been established for initial appointment to a position in a Bureau of Prisons institution. If you are above the maximum entry age and have prior federal law enforcement coverage, you MUST submit an SF-50 to verify prior coverage. 

Qualified Preference Eligible Veterans may be exempt from meeting the maximum age. Please refer to the Required Documents Section for the appropriate documentation to submit to validate veteran eligibility.


Special Conditions of Employment Section:

Appointment is subject to satisfactory completion of a pre-employment and panel interview, urinalysis, physical, and background investigation.

All applicants are subject to, and must satisfactorily pass all screening requirements in relation to National Crime Information Center (NCIC) and credit check.

All applicants not currently working in an institution will be required to complete a qualification inquiry regarding convictions of misdemeanor crimes of domestic violence in order to be authorized to carry a firearm.

The Core Value Assessment (CVA) is an in-person assessment that must be facilitated at a Bureau of Prisons Human Resource Servicing office. On the day of the scheduled interview, a CVA will be administered. The applicant assessment must be completed within a 70 minute time period and a passing score of 68 must be obtained. Further employment consideration will not be extended if the applicant fails to complete the examination or fails to achieve a passing score. Note: The Core Value Assessment will not be administered to current BOP employees.

Successful completion of the "Introduction to Correctional Techniques", three-week training course at Glynco, Georgia is required. 

Additional selections may be made if vacancies occur within the life of the certificate.

NOTE: A 17% RECRUITMENT INCENTIVE WILL BE PAID TO SELECTEE(S) WHO MEETS THE CRITERIA FOR RECRUITMENT BONUSES. UPON COMPLETION OF THE RECRUITMENT SERVICE AGREEMENT, RETENTION INCENTIVES MAY BE INITIATED.

As the federal agency whose mission is to ensure the fair and impartial administration of justice for all Americans, the Department of Justice is committed to fostering a diverse and inclusive work environment. To build and retain a workforce that reflects the diverse experiences and perspectives of the American people, we welcome applicants from the many communities, identities, races, ethnicities, backgrounds, abilities, religions, and cultures of the United States who share our commitment to public service.

 

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

 

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

 

You will be evaluated for this job based on how well you meet the qualifications above.

 

Your application will be evaluated and rated under DOJ's Category Rating and Selection Procedures. Based upon your self-reported responses to the assessment questions during the application process, your application will be placed into one of three categories: Best Qualified, Highly Qualified, or Qualified. Applications will be reviewed from the top quality category. Your resume and supporting documentation will be used to determine whether you meet the job qualifications listed in this announcement. If you are found qualified for this job, your resume and supporting documentation will be compared to the responses you provided on the online assessment questionnaire.

NOTE: Candidates within the top quality category and who are eligible for veterans preference will receive selection priority over non-veteran preference eligibles.

If you are entitled to veterans preference, you should indicate the type of veterans preference you are claiming on your resume. Although veterans preference points are not assigned under the category rating procedures described under "How You Will Be Evaluated", veterans preference eligibles are listed ahead of non-veterans within each category for which they are qualified.

In addition, qualified veterans with a compensable service-connected disability of 10% or more are placed at the top of the highest qualified category as defined by category rating procedures.

Experience that would not normally be part of the Federal employee's position is creditable when documented by satisfactory evidence (e.g., a memorandum from the manager, Human Resource Manager, SF-52, etc.) that includes specific timeframes (MM/YYYY) format and number of hours performing duties.

What Competencies/Knowledge, Skills and Abilities are Required for this Position?

The following Competencies/Knowledge, Skills and Abilities (KSA's) are required:

GL-05 and GL-07:

  • Ability to communicate orally.
  • Knowledge of medical standards and regulations.
  • Ability to assign responsibility and delegate authority.
  • Ability to analyze information and make recommendations, particularly in regard to the formulation of policies, plans and/or programs.


You may preview questions for this vacancy.

 

HelpRequired Documents

 

 

  • Veterans' Preference Documentation:  Veterans MUST provide a DD-214 demonstrating that they have been discharged or released from active duty under honorable conditions (i.e., the individual must have received either an honorable or general discharge).
  • If you are on active duty and expect to be discharged or released from active duty service within 120 days, you may submit a Certificate of Release or Discharge from Active Duty from the appropriate Branch Personnel Office containing the following information: (1) the military service dates including the expected discharge or release date; (2) and the character of service (must be an honorable or general discharge); and (3) any qualifying service/campaign/expeditionary medals.
  • SF-15: If you are a disabled veteran, a Purple Heart recipient, widow/widower of a veteran, the spouse of a disabled veteran or the parent of a disabled or deceased veteran, submit a completed Standard Form (SF) 15, "Application for 10-Point Veteran Preference"; all other required documentation identified on the SF-15, in addition to the veteran's DD-214 described above.  A Department of Veterans Affairs letter must contain: the Veteran’s Name and Combined Service-Connected Evaluation. For a copy of the most current SF-15, Click Here.
  • Failure to submit all required documents at the time of application will result in the loss of claimed preference eligibility.
  • Resume: showing relevant experience (cover letter optional).
  • In order to receive credit for experience contained in an application, your employment history must be documented in month/year format (MM/YYYY), reflecting starting date and ending date and include the number of hours worked per week.  Failure to follow this format may result in disqualification.
  • College transcript: which includes the School Name, Student Name, Degree and Date Awarded (if applicable). (Note:  If you are selected for this position, official transcript(s) will be required prior to your first day).
  • SF-50: for proof of prior LEO coverage, if applicable.

Failure to provide these documents could possibly result in removal from consideration for this vacancy.  If uploading documentation, do not identify/save your documents utilizing a special character such as %, #, @, etc.  Documentation should be identified/saved as VA Letter, DD214, or Transcripts.

We cannot be held responsible for incompatible software, delays in mail service, applicant application errors, etc.