Supervisory Medical Records Technician (Coder)
Duties Develops performance standards and conducts performance evaluations for subordinate staff.
Interviews new employees, recommends selection, and carries out training and development of reassignments, awards or disciplinary action.
Approves leave schedules.
Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns.
Schedules the sequence of work and operations on a weekly, monthly and quarterly basis to assure even workflow and distribution, expeditious handling of priorities and the meeting of deadlines.
Revises schedules/assignments to meet changes in workload considering peak loads, availability of manpower and time limits.
Makes changes in organization and assignment of duties to provide improvements, promote job satisfaction and increase productivity.
Prepares workload and production reports; reports on operations and problems encountered; and presents proposed requests for resource needs based on experience, anticipated staffing, equipment, and space.
Makes assignments that are equitable among employees.
Formulates and issues written instructions and procedures and special instructions for non-routine or complex assignments or to clarify published guides.
Assignments are made based on selective considerations such as difficulty and requirements of assignment, availability, capability and grades of employees, and availability of other resources.
Reviews coding and assist coders in improving coding accuracy; provides coding guidance to various levels of staff to promote consistency in practice and compliance with coding rules and regulations; initiates various reports and analyze data; and coordinates, assigns, and monitors the workflow.
Keeps abreast of all regulations and guidelines governing the coding section, ensuring that staff supervised is educated as needed.
Ensures that regulatory guidelines and current coding conventions are followed.
Coordinates with other Service representatives on matters concerning health record documentation and coding, as well as changes and challenges that may have an impact on other Units or Services.
Monitors the status and progress of work and day-to-day adjustments in accordance with established priorities.
Instructs employees in specific tasks and job techniques and makes available written instructions, reference materials and supplies.
Gives on the job training to new coders and students to provide the individual with the basic knowledge, skill and ability to perform the full range of routine and non-routine responsibilities required.
Trains and works closely with professional and administrative staff to assist in the development, maintenance and usage of ICD and CPT codes to ensure accurate data capture.
Conforms to standards and participates in the technical evaluation and validation of health records for compliance with The Joint Commission requirements, Centers for Medicare & Medicaid Services (CMS), and/or health record documentation guidelines.
Distributes and balance the workload among employees in accordance with established workflow or job specialization, assures timely accomplishment of the assigned workload.
Analyzes and recommends improvements in documentation systems used to provide patient care to optimize VERA workload, third-party reimbursement, and to manage resources.
Reviews compliance monitors with subordinates and identifies training needs.
Identifies training needs of individuals based on productivity and accuracy reports, rejects from billing, and spot checks.
Required to train others on the encoder product suite.
Utilizes this system on an on-going basis to perform core coding duties and audits.
Orients and instructs new personnel and/or students from affiliated health information or medical record technology programs on unit operations, coding, abstracting, and use of an electronic medical record.
Conducts provider training to improve health record documentation for the episodes of care provided.
Has constant interaction with health care providers evaluating and communicating with the expectation on improving health record documentation which will result in improved patient care and improved revenue generation.
Educates providers through feedback, email queries, or informal meetings.
Participates in the orientation of House Staff from affiliated medical schools and other personnel as needed.
Work Schedule:
Monday - Friday, 7:
30am - 4:
00pm Telework:
Not applicable.
Virtual:
This is a virtual position.
Relocation/Recruitment Incentives:
Not Authorized Permanent Change of Station (PCS):
Not Authorized Financial Disclosure Report:
Not required RequirementsConditions of Employment You must be a U.
S.
Citizen to apply for this job.
All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
Applicants who refuse to be tested will be denied employment with VA.
Selective Service Registration is required for males born after 12/31/1959.
Must be proficient in written and spoken English.
You may be required to serve a probationary period.
Subject to background/security investigation.
Selected applicants will be required to complete an online onboarding process.
Must pass pre-employment physical examination.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
QualificationsBasic Requirements:
a.
Citizenship.
US Citizens Only b.
Experience and Education.
Experience.
One year of creditable experience that indicates knowledge of medical terminology, anatomy, physiology, pathophysiology, medical coding, and the structure and format of a health records.
OR, Education.
An associate's degree from an accredited college or university recognized by the U.
S.
Department of Education with a major field of study in health information technology/health information management, or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.
g.
, courses in medical terminology, anatomy and physiology, medical coding, and introduction to health records); OR, Completion of an AHIMA approved coding program, or other intense coding training program of approximately one year or more that included courses in anatomy and physiology, medical terminology, basic ICD diagnostic/procedural, and basic CPT coding.
The training program must have led to eligibility for coding certification/certification examination, and the sponsoring academic institution must have been accredited by a national U.
S.
Department of Education accreditor, or comparable international accrediting authority at the time the program was completed; OR, Experience/Education Combination.
Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements.
The following educational/training substitutions are appropriate for combining education and creditable
Experience:
(a) Six months of creditable experience that indicates knowledge of medical terminology, general understanding of medical coding and the health record, and one year above high school, with a minimum of 6 semester hours of health information technology courses.
(b) Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.
S.
Maritime Service, under close medical and professional supervision, may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy, physiology, and health record techniques and procedures.
Also, requires six additional months of creditable experience that is paid or non-paid employment equivalent to a MRT (Coder).
c.
Certification.
Employees at this level must have a mastery level certification.
Current mastery level certifications include:
Certified Coding Specialist (CCS), Certified Coding Specialist - Physician-based (CCS-P), Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), Certified Inpatient Coder (CIC).
d.
Loss of Credential.
Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and consumers.
An employee in this occupation who fails to maintain the required certification must be removed from the occupation, which may result in termination of employment.
e.
Grandfathering Provision.
All persons employed in VHA as a MRT (Coder) on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, including positive education and certification that are part of the basic requirements of the occupation.
f.
Physical Requirements.
See VA Directive and Handbook 5019, Employee Occupational Health Service.
g.
English Language Proficiency.
MRTs (Coder) must be proficient in spoken and written EnglishGrade Determination:
GS-10 Grade Level Supervisory Medical Records Technician (Coder) (a) Experience.
One year of creditable experience equivalent to the GS-09 level.
Must be able to perform all duties of a MRT (Coder); review coding and assist MRTs (Coder) in ensuring timeliness and improving coding accuracy; provide coding guidance to various levels of staff to promote consistency in practice and compliance with coding rules and regulations; initiate, prepare, and maintain various reports, and analyze data; and may also coordinate, assign, and monitor workflow; provide input for performance evaluations and hiring; orient and instruct new coding personnel and/or students on coding, abstracting, and use of the electronic health record and encoder software; ensure audit findings and claim denials related to coding errors are resolved and/or daily coding rejects corrected for accurate billing and data collection; monitor trends and/or changes in regulatory and policy requirements affecting coding practices and identify educational needs; develop coding training materials and present a curriculum encompassing ongoing training initiatives; provide assistance with coding inquiries from providers, MRTs (Coder), billers, and other facility staff.
(b) Certification.
Employees at this level must have a mastery level certification.
(c) Assignment.
Supervisory MRTs (Coder) are responsible for supervising coding staff at the facility level and must be able to perform all duties of a MRT (Coder); responsible for the supervision, administrative management, and direction of coding staff; responsible for program management of a coding section/unit to ensure performance monitors are established and met; inform higher level management of anticipated vacancies or increases in workload; make decisions on the selection of employees for vacant or new positions; serve as an expert coding resource to ensure accuracy and integrity of all coding; collaborate with revenue, compliance, and other departments to support coding accuracy that is consistent with the official guidelines for coding and reporting; resolve claim edits referred to coding management and monitor reports for outstanding services, rejects, or uncoded episodes of care for inpatients and/or outpatients; ensures claim denials related to coding errors are resolved, and/or daily coding rejects are corrected for accurate billing and data collection; assess current audit findings and evaluate impact to coding and documentation practices; oversee the reporting of coding and documentation audit results to leadership; collect and prepare data for studies involving inpatient stays and outpatient encounters for clinical evaluation purposes, prepare and maintain a variety of complex records and daily, monthly, or on demand reports, as requested; creates and monitors outpatient reports, inpatient case mix reports, top DRGs, and key performance indicators to identify patterns, trends, and variations.
(d) Demonstrated Knowledge, Skills, and Abilities.
In addition to the experience above, the candidate must demonstrate all of the following KSAs:
i.
Ability to perform a full range of supervisory duties, to include recommending awards, approving leave, evaluating work, resolving staff issues, and assigning, planning, and coordinating work to ensure duties are completed in an accurate and timely fashion.
ii.
Advanced knowledge of current coding classification systems such as ICD, CPT, and HCPCS for the subspecialty being assigned (outpatient, inpatient, outpatient and inpatient combined).
iii.
Ability to provide or coordinate staff development and training.
iv.
Leadership and managerial skills, including skill in interpersonal relations and conflict resolution to deal with employees, team leaders, and managers.
v.
Ability to collect and analyze data, identify trends, and present results in various formats.
References:
VA Handbook 5005/122, Part II, Appendix G57The full performance level of this vacancy is GS-10.
Physical Requirements:
See VA Directive and Handbook 5019, Employee Occupational Health Service.
EducationIMPORTANT:
A transcript must be submitted with your application if you are basing all or part of your qualifications on 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:
http:
//www.
ed.
gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.
html.
Additional informationReceiving Service Credit or Earning Annual (Vacation) Leave:
Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.
Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.
This credited service can be used in determining the rate at which they earn annual leave.
Such credit must be requested and approved prior to the appointment date and is not guaranteed.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply.
The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
Interviews new employees, recommends selection, and carries out training and development of reassignments, awards or disciplinary action.
Approves leave schedules.
Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns.
Schedules the sequence of work and operations on a weekly, monthly and quarterly basis to assure even workflow and distribution, expeditious handling of priorities and the meeting of deadlines.
Revises schedules/assignments to meet changes in workload considering peak loads, availability of manpower and time limits.
Makes changes in organization and assignment of duties to provide improvements, promote job satisfaction and increase productivity.
Prepares workload and production reports; reports on operations and problems encountered; and presents proposed requests for resource needs based on experience, anticipated staffing, equipment, and space.
Makes assignments that are equitable among employees.
Formulates and issues written instructions and procedures and special instructions for non-routine or complex assignments or to clarify published guides.
Assignments are made based on selective considerations such as difficulty and requirements of assignment, availability, capability and grades of employees, and availability of other resources.
Reviews coding and assist coders in improving coding accuracy; provides coding guidance to various levels of staff to promote consistency in practice and compliance with coding rules and regulations; initiates various reports and analyze data; and coordinates, assigns, and monitors the workflow.
Keeps abreast of all regulations and guidelines governing the coding section, ensuring that staff supervised is educated as needed.
Ensures that regulatory guidelines and current coding conventions are followed.
Coordinates with other Service representatives on matters concerning health record documentation and coding, as well as changes and challenges that may have an impact on other Units or Services.
Monitors the status and progress of work and day-to-day adjustments in accordance with established priorities.
Instructs employees in specific tasks and job techniques and makes available written instructions, reference materials and supplies.
Gives on the job training to new coders and students to provide the individual with the basic knowledge, skill and ability to perform the full range of routine and non-routine responsibilities required.
Trains and works closely with professional and administrative staff to assist in the development, maintenance and usage of ICD and CPT codes to ensure accurate data capture.
Conforms to standards and participates in the technical evaluation and validation of health records for compliance with The Joint Commission requirements, Centers for Medicare & Medicaid Services (CMS), and/or health record documentation guidelines.
Distributes and balance the workload among employees in accordance with established workflow or job specialization, assures timely accomplishment of the assigned workload.
Analyzes and recommends improvements in documentation systems used to provide patient care to optimize VERA workload, third-party reimbursement, and to manage resources.
Reviews compliance monitors with subordinates and identifies training needs.
Identifies training needs of individuals based on productivity and accuracy reports, rejects from billing, and spot checks.
Required to train others on the encoder product suite.
Utilizes this system on an on-going basis to perform core coding duties and audits.
Orients and instructs new personnel and/or students from affiliated health information or medical record technology programs on unit operations, coding, abstracting, and use of an electronic medical record.
Conducts provider training to improve health record documentation for the episodes of care provided.
Has constant interaction with health care providers evaluating and communicating with the expectation on improving health record documentation which will result in improved patient care and improved revenue generation.
Educates providers through feedback, email queries, or informal meetings.
Participates in the orientation of House Staff from affiliated medical schools and other personnel as needed.
Work Schedule:
Monday - Friday, 7:
30am - 4:
00pm Telework:
Not applicable.
Virtual:
This is a virtual position.
Relocation/Recruitment Incentives:
Not Authorized Permanent Change of Station (PCS):
Not Authorized Financial Disclosure Report:
Not required RequirementsConditions of Employment You must be a U.
S.
Citizen to apply for this job.
All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
Applicants who refuse to be tested will be denied employment with VA.
Selective Service Registration is required for males born after 12/31/1959.
Must be proficient in written and spoken English.
You may be required to serve a probationary period.
Subject to background/security investigation.
Selected applicants will be required to complete an online onboarding process.
Must pass pre-employment physical examination.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
QualificationsBasic Requirements:
a.
Citizenship.
US Citizens Only b.
Experience and Education.
Experience.
One year of creditable experience that indicates knowledge of medical terminology, anatomy, physiology, pathophysiology, medical coding, and the structure and format of a health records.
OR, Education.
An associate's degree from an accredited college or university recognized by the U.
S.
Department of Education with a major field of study in health information technology/health information management, or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.
g.
, courses in medical terminology, anatomy and physiology, medical coding, and introduction to health records); OR, Completion of an AHIMA approved coding program, or other intense coding training program of approximately one year or more that included courses in anatomy and physiology, medical terminology, basic ICD diagnostic/procedural, and basic CPT coding.
The training program must have led to eligibility for coding certification/certification examination, and the sponsoring academic institution must have been accredited by a national U.
S.
Department of Education accreditor, or comparable international accrediting authority at the time the program was completed; OR, Experience/Education Combination.
Equivalent combinations of creditable experience and education are qualifying for meeting the basic requirements.
The following educational/training substitutions are appropriate for combining education and creditable
Experience:
(a) Six months of creditable experience that indicates knowledge of medical terminology, general understanding of medical coding and the health record, and one year above high school, with a minimum of 6 semester hours of health information technology courses.
(b) Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.
S.
Maritime Service, under close medical and professional supervision, may be substituted on a month-for-month basis for up to six months of experience provided the training program included courses in anatomy, physiology, and health record techniques and procedures.
Also, requires six additional months of creditable experience that is paid or non-paid employment equivalent to a MRT (Coder).
c.
Certification.
Employees at this level must have a mastery level certification.
Current mastery level certifications include:
Certified Coding Specialist (CCS), Certified Coding Specialist - Physician-based (CCS-P), Registered Health Information Technician (RHIT), Registered Health Information Administrator (RHIA), Certified Professional Coder (CPC), Certified Outpatient Coder (COC), Certified Inpatient Coder (CIC).
d.
Loss of Credential.
Following initial certification, credentials must be maintained through rigorous continuing education, ensuring the highest level of competency for employers and consumers.
An employee in this occupation who fails to maintain the required certification must be removed from the occupation, which may result in termination of employment.
e.
Grandfathering Provision.
All persons employed in VHA as a MRT (Coder) on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, including positive education and certification that are part of the basic requirements of the occupation.
f.
Physical Requirements.
See VA Directive and Handbook 5019, Employee Occupational Health Service.
g.
English Language Proficiency.
MRTs (Coder) must be proficient in spoken and written EnglishGrade Determination:
GS-10 Grade Level Supervisory Medical Records Technician (Coder) (a) Experience.
One year of creditable experience equivalent to the GS-09 level.
Must be able to perform all duties of a MRT (Coder); review coding and assist MRTs (Coder) in ensuring timeliness and improving coding accuracy; provide coding guidance to various levels of staff to promote consistency in practice and compliance with coding rules and regulations; initiate, prepare, and maintain various reports, and analyze data; and may also coordinate, assign, and monitor workflow; provide input for performance evaluations and hiring; orient and instruct new coding personnel and/or students on coding, abstracting, and use of the electronic health record and encoder software; ensure audit findings and claim denials related to coding errors are resolved and/or daily coding rejects corrected for accurate billing and data collection; monitor trends and/or changes in regulatory and policy requirements affecting coding practices and identify educational needs; develop coding training materials and present a curriculum encompassing ongoing training initiatives; provide assistance with coding inquiries from providers, MRTs (Coder), billers, and other facility staff.
(b) Certification.
Employees at this level must have a mastery level certification.
(c) Assignment.
Supervisory MRTs (Coder) are responsible for supervising coding staff at the facility level and must be able to perform all duties of a MRT (Coder); responsible for the supervision, administrative management, and direction of coding staff; responsible for program management of a coding section/unit to ensure performance monitors are established and met; inform higher level management of anticipated vacancies or increases in workload; make decisions on the selection of employees for vacant or new positions; serve as an expert coding resource to ensure accuracy and integrity of all coding; collaborate with revenue, compliance, and other departments to support coding accuracy that is consistent with the official guidelines for coding and reporting; resolve claim edits referred to coding management and monitor reports for outstanding services, rejects, or uncoded episodes of care for inpatients and/or outpatients; ensures claim denials related to coding errors are resolved, and/or daily coding rejects are corrected for accurate billing and data collection; assess current audit findings and evaluate impact to coding and documentation practices; oversee the reporting of coding and documentation audit results to leadership; collect and prepare data for studies involving inpatient stays and outpatient encounters for clinical evaluation purposes, prepare and maintain a variety of complex records and daily, monthly, or on demand reports, as requested; creates and monitors outpatient reports, inpatient case mix reports, top DRGs, and key performance indicators to identify patterns, trends, and variations.
(d) Demonstrated Knowledge, Skills, and Abilities.
In addition to the experience above, the candidate must demonstrate all of the following KSAs:
i.
Ability to perform a full range of supervisory duties, to include recommending awards, approving leave, evaluating work, resolving staff issues, and assigning, planning, and coordinating work to ensure duties are completed in an accurate and timely fashion.
ii.
Advanced knowledge of current coding classification systems such as ICD, CPT, and HCPCS for the subspecialty being assigned (outpatient, inpatient, outpatient and inpatient combined).
iii.
Ability to provide or coordinate staff development and training.
iv.
Leadership and managerial skills, including skill in interpersonal relations and conflict resolution to deal with employees, team leaders, and managers.
v.
Ability to collect and analyze data, identify trends, and present results in various formats.
References:
VA Handbook 5005/122, Part II, Appendix G57The full performance level of this vacancy is GS-10.
Physical Requirements:
See VA Directive and Handbook 5019, Employee Occupational Health Service.
EducationIMPORTANT:
A transcript must be submitted with your application if you are basing all or part of your qualifications on 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:
http:
//www.
ed.
gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.
html.
Additional informationReceiving Service Credit or Earning Annual (Vacation) Leave:
Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.
Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.
This credited service can be used in determining the rate at which they earn annual leave.
Such credit must be requested and approved prior to the appointment date and is not guaranteed.
This job opportunity announcement may be used to fill additional vacancies.
This position is in the Excepted Service and does not confer competitive status.
VA encourages persons with disabilities to apply.
The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.
If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
.
Estimated Salary: $20 to $28 per hour based on qualifications.
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