Elevate Your Healthcare Career: Medical Records Administrator Specialist with the Department of Veterans Affairs

The Department of Veterans Affairs (VA) is committed to providing exceptional healthcare to the men and women who have served our nation. As part of this unwavering commitment, the VA is actively seeking a skilled and dedicated Medical Records Administrator Specialist to join their team at the Minneapolis VA Medical Center in Minneapolis, Minnesota. This role is instrumental in ensuring the integrity, accuracy, and efficient management of health information, directly supporting the VA's mission to deliver comprehensive and compassionate care to Veterans. If you possess a strong understanding of health information management principles and are passionate about serving those who have served, this federal opportunity offers significant career growth and the chance to make a tangible difference.

About the Department of Veterans Affairs

The Department of Veterans Affairs (VA) is the largest integrated healthcare system in the United States, serving over 9 million Veterans annually. The VA's mission is to fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors." The Veterans Health Administration (VHA), a key component of the VA, provides a wide spectrum of medical, surgical, and rehabilitative services through its network of hospitals, clinics, and other facilities. The Minneapolis VA Health Care System, a Level 1A Complexity Facility, is recognized for its advanced technology, robust research programs, and comprehensive tertiary care services. Known for its "Land of 10,000 Lakes" setting, Minnesota offers a high quality of life with abundant outdoor recreation and cultural amenities, providing an attractive backdrop for federal careers.

Job Responsibilities: A Deep Dive into the Role

The Medical Records Administrator Specialist (MRA) plays a critical role within the Health Information Management (HIM) Section of the Minneapolis VA Medical Center. This position involves a wide array of responsibilities focused on the effective administration and management of health records and information systems. Key duties include:

Strategic Support: Assisting the Chief of Health Information Management in establishing short and long-term goals, program objectives, and tasks aligned with the VAMC's mission and vision.
Subject Matter Expertise: Providing critical subject matter expertise to Service Line Leaders and medical center staff on health information management best practices and regulatory compliance.
Regulatory Interpretation and Application: Interpreting and applying The Joint Commission standards, VA regulations, medico-legal requirements, Federal Codes related to medical records, VA policy directives, and handbooks pertinent to HIM.
Coding and Nomenclature Knowledge: Applying knowledge of ICD-CM coding principles, MS-DRG systems, CPT and E&M rules, medical and procedural terminology, anatomy, and physiology.
Confidentiality and Release of Information: Understanding and enforcing regulations governing the confidentiality of medical records and laws pertaining to the release of information.
Training and Development: Providing comprehensive training to HIM, clinical, and administrative staff on various HIM topics.
Quality Improvement Initiatives: Designing and executing quality improvement projects to address HIM-related issues and enhance operational efficiency.
Emerging Trends and Technology: Staying current with emerging issues and trends in HIM, including process improvement, electronic health records (EHR), coding technologies, revenue cycle management, privacy concerns, records management, and data exchange.
Data Analysis and Reporting: Performing audits and analyses of HIM data, preparing and presenting findings and recommendations to leadership. Reviewing, analyzing, and reporting on HIM performance monitors.
Research Support: Advising Principal Investigators and clinical staff on methodologies for retrieving health care data for specific studies and performing data retrieval as needed.
Committee Participation: Participating in various VAMC, VISN, and national committees requiring HIM expertise.
System Support: Potentially reviewing and testing VistA software patches, troubleshooting VistA functionalities, and performing equipment needs analysis.
Documentation Management: Supporting health information documentation corrections, including retracting erroneous notes, re-titling, reassigning, or removing notes, and problem-solving documentation and workload issues in collaboration with clinicians.
Provider Guidance: Establishing criteria and providing education to physicians, nurses, and other providers regarding health record completion and adjustments for inconsistencies or incompleteness.
Data Integrity and Governance: Supporting information governance principles, identifying data variances, performing analysis to pinpoint discrepancies, and collaborating with leadership to implement effective solutions for improved data quality, accessibility, and decision-making.

Requirements and Qualifications

To be considered for the Medical Records Administrator Specialist position, candidates must meet the following criteria:

Basic Requirements:

U.S. Citizenship: Non-citizens may be appointed only when qualified citizens cannot be recruited per VA policy.
Education or Experience: Applicants must meet one of the following:
- Experience: Three years of creditable experience in medical records management, encompassing the preparation, maintenance, and management of health records and information systems. This experience must demonstrate knowledge of medical terminology, procedures, coding, and the administrative/legal aspects of healthcare delivery.
- Education: Successful completion of a bachelor's degree or higher from an accredited college or university, with a major in health information management or a related field with at least 24 semester hours in health information management or technology.
- Experience/Education Combination: An equivalent combination of creditable experience and education that totals 100% of the requirement can also be used.
Certification: Candidates must possess one of the following certifications:
- Coding Certification through AHIMA or AAPC (e.g., Mastery Certification).
- Health Information Management (HIM) Certification through AHIMA (e.g., RHIT, RHIA).
- Health Data Analyst Certification through AHIMA.
English Language Proficiency: Must be proficient in spoken and written English.
Physical Requirements: Candidates must be able to meet the physical demands as outlined in VA Directive and Handbook 5019.
Grandfathering Provision: May qualify based on being covered by the Grandfathering Provision (applicable only to current VHA employees in this occupation meeting specific criteria).

Additional Requirements for Specific Grade Levels:

GS-7: In addition to basic requirements, one year of creditable experience equivalent to the GS-5 level. Alternatively, applicants meeting GS-5 requirements with a bachelor's degree and a GPA of 3.0 or higher (or 3.5 in major coursework) may be appointed at the GS-7 level, provided they demonstrate specific KSAs.
GS-9: In addition to basic requirements, one year of creditable experience equivalent to the GS-7 level. Alternatively, education equivalent to two full years of progressively higher-level graduate education or a master's degree in a field directly related to health information management.
GS-11: In addition to basic requirements, one year of creditable experience equivalent to the GS-9 level. Alternatively, education equivalent to three full years of progressively higher-level graduate education or a Ph.D., or equivalent doctoral degree in health information management.

Salary Overview

This Medical Records Administrator Specialist position is graded under the General Schedule (GS) system, with potential grades ranging from GS-5 to GS-11. The annual salary for these grades typically falls between $44,410 and $105,845. The specific grade and salary will be determined based on the candidate's qualifications, experience, and the VA's internal grading determination.

Benefits

As a federal employee with the Department of Veterans Affairs, you are eligible for a comprehensive benefits package designed to support your health, financial well-being, and work-life balance. These benefits include:

Health Insurance: Federal Employees Health Benefits (FEHB) Program, offering a variety of plans to suit your needs.
Retirement: Federal Employees Retirement System (FERS) with a government contribution.
Thrift Savings Plan (TSP): A retirement savings and investment plan, with government matching contributions.
Paid Time Off: Generous accrual of annual leave (vacation) and sick leave, in addition to federal holidays.
Life Insurance: Federal Employees' Group Life Insurance (FEGLI).
Professional Development: Opportunities for training, certifications, and career advancement.
Work-Life Balance: Supportive work environment promoting a healthy balance between professional and personal life.

Application Process

Interested candidates are encouraged to apply online through USAJOBS. The application process involves:

Create/Login to USAJOBS Account: Access your account on www.usajobs.gov.
Complete Occupational Questionnaire: Carefully answer all questions related to your qualifications and experience.
Submit Required Documents: Upload your resume/CV, professional certifications, transcripts (if applicable), and any other required documentation listed in the announcement.
Application Submission: Ensure your complete application package is submitted by the closing date, September 9, 2026, at 11:59 PM Eastern Time.

Application Tips for Success

Thorough Resume: Craft a detailed resume that clearly outlines your experience, skills, and accomplishments relevant to the job description. Use keywords from the announcement.
Address KSAs: Explicitly address the Knowledge, Skills, and Abilities (KSAs) required for the position within your resume and questionnaire responses.
Documentation: Ensure all required documents are accurate, legible, and submitted correctly. If using education to qualify, verify that your transcripts meet federal accreditation standards.
Review Carefully: Proofread your entire application for any errors or omissions before final submission.

Frequently Asked Questions (FAQ)

Question	Answer
What is the salary range for this position?	The salary range for the Medical Records Administrator Specialist position is $44,410 to $105,845 per year, determined by grade level and candidate qualifications.
What are the basic educational or experience requirements?	Candidates must meet basic requirements through three years of relevant experience, a bachelor's degree in health information management or a related field, or an equivalent combination. Specific certifications are also mandatory.
Is this a remote or virtual position?	No, this position is located in Minneapolis, Minnesota. While telework may be authorized on an ad hoc emergency basis, it is not a remote or virtual role. The standard work schedule is Monday-Friday, 7:00 AM to 3:30 PM.
What are the primary duties of this role?	Key duties include managing health records, ensuring regulatory compliance, providing HIM expertise, conducting quality improvement projects, analyzing health data, and training staff. The role supports the overall mission of the Health Information Management department.
What documents are essential for the application?	You must submit a long-form resume/CV, professional certification, and SF-50 (if applicable). Transcripts are necessary if qualifying based on education. A cover letter and performance appraisal are recommended.
What is the grade progression potential?	The position has a promotion potential up to the GS-11 grade level, allowing for significant career advancement within the VA system.

The Medical Records Administrator Specialist position at the Minneapolis VA Medical Center offers a unique opportunity to contribute to a vital mission while advancing your career in health information management. With a competitive salary, comprehensive federal benefits, and a supportive work environment, this role is ideal for dedicated professionals seeking meaningful employment. If you are ready to leverage your expertise to support America's Veterans, we encourage you to apply and become part of the esteemed Department of Veterans Affairs team.

Why This Medical Records Admintrator Specialist Job Matters

Advance your career in healthcare administration with the Department of Veterans Affairs! Join a mission-driven team dedicated to serving America's heroes.

Medical Records Admintrator Specialist Job Overview

The Department of Veterans Affairs, Veterans Health Administration, is seeking a dedicated Medical Records Administrator Specialist for their Minneapolis, Minnesota location. This pivotal role supports the Health Information Management (HIM) Section, contributing directly to the exceptional care provided to our nation's Veterans. You'll play a key part in maintaining accurate and secure health records, ensuring compliance with regulations, and optimizing health information systems. If you are passionate about healthcare, possess strong organizational skills, and are committed to supporting Veterans, this is an excellent opportunity to grow within a respected federal agency.

Requirements for Medical Records Admintrator Specialist

Must be a U.S. Citizen.
Males born after 12/31/1959 must be registered with the Selective Service System.
Proficiency in written and spoken English is required.
Subject to a background and security investigation.
Must complete an online onboarding process.
Acceptable identification is required for pre-employment requirements (REAL ID compliant by May 7, 2025).
Participation in the seasonal influenza vaccination program is mandatory.
Must complete all application requirements as detailed in the 'Required Documents' section.
A 1- or 2-year trial period may be required upon selection.

Preferred Qualifications for Medical Records Admintrator Specialist

Three years of experience in multiple Health Information Management System (HIMS) units.
Possession of a Bachelor's degree with a major in Health Information Management or a related field with at least 24 semester hours in Health Information Management or Health Information Technology.
Relevant certifications such as Coding Certification (AHIMA or AAPC), HIM Certification (RHIT, RHIA), or Health Data Analyst Certification (AHIMA).

Federal Benefits & Perks

✓Competitive salary ranging from $44,410 to $105,845 per year.
✓Comprehensive health, dental, and vision insurance.
✓Generous paid time off, including vacation, sick leave, and federal holidays.
✓Federal retirement plan (3% government match on contributions).
✓Thrift Savings Plan (TSP) with agency match.
✓Life insurance coverage.
✓Flexible Spending Accounts (FSAs).
✓Professional development and training opportunities.
✓Employee Assistance Program (EAP).
✓Work-life balance initiatives.

💡 How to Apply Medical Records Admintrator Specialist Job & Insider Tips

Application Steps for Medical Records Admintrator Specialist Job

Visit the USAJOBS website and log in or create an account.
Select the 'Apply Online' button for the Medical Records Administrator Specialist position.
Complete the occupational questionnaire.
Upload your resume/CV and any required supporting documents (e.g., certifications, transcripts, SF-50s if applicable).
Ensure all application components are submitted by the closing date: September 9, 2026, at 11:59 PM ET.
Review the 'Required Documents' section carefully to ensure all necessary items are included.

💡 General Tips

Tailor your resume to specifically address the Knowledge, Skills, and Abilities (KSAs) mentioned in the job announcement.
Clearly articulate your experience in medical records management, including specific examples of your responsibilities and accomplishments.
Provide detailed information regarding your experience with medical terminology, coding systems, and health information management regulations.
If using education to qualify, ensure your transcripts are submitted and meet the accreditation requirements.
Double-check all entered information for accuracy and completeness before submitting your application.
Consider reviewing the occupational questionnaire preview to prepare your responses thoughtfully.

Frequently Asked Questions

What is the salary range for this position?

The salary range for the Medical Records Administrator Specialist position is $44,410 to $105,845 per year, depending on the grade level and experience of the selected candidate.

What are the basic educational or experience requirements?

To meet the basic requirements, you can have three years of creditable experience in medical records management, a bachelor's degree in health information management or a related field, or an equivalent combination of education and experience. Specific certifications are also required.

Is this a remote position?

No, this is not a virtual position. The work schedule is Monday-Friday, 7:00 am to 3:30 pm, and telework is only authorized on an ad hoc emergency basis.

What are the key responsibilities of this role?

Key responsibilities include assisting with departmental goals, providing expertise on healthcare regulations, designing quality improvement projects, performing audits, extracting and analyzing health data, and advising staff on health information management practices.

What documents are required for the application?

Required documents include a long-form resume/CV, professional certification, and SF-50 (if applicable). Transcripts are required if using education to qualify. A cover letter and performance appraisal are recommended.