Supervisory Medical Records Administration Specialist at Crow Service Unit — Applications Closed

Job Description

The Indian Health Service (IHS) is hiring a Supervisory Medical Records Administration Specialist to lead the Health Information Management Services (HIMS) department at the Crow Service Unit, a critical access hospital in Crow Agency, Montana.

This GS-12, full-time, permanent position oversees seven coders, five medical records technicians, and one HIM CAC across three locations. The incumbent plans, directs, and evaluates the HIMS program, ensuring compliance with HIPAA, Joint Commission, CMS, IHS policy, and federal records requirements.

This role is ideal for experienced health information management professionals who want to supervise a team, drive EHR modernization, and support revenue cycle initiatives in a federal healthcare setting.

Salary & Compensation

Salary: $89,508 - $116,362 per year.

Qualification

To qualify for this GS-12 Supervisory Medical Records Administration Specialist position, you must meet both the basic Individual Occupational Requirements and one year of specialized experience equivalent to the GS-11 level. Federal competitive service applicants must also meet Time-In-Grade requirements.

• Basic Requirement: Successful completion of a bachelor's degree in medical records administration from a program accredited by AHIMA and CAHEA, OR completion of an approved medical records technician training program equating to 1 year of general experience.
• GS-12 Minimum Qualification: One year of specialized experience equivalent to GS-11, including planning, developing, and directing a medical records program; evaluating medical records services; assisting staff in quality assessment; designing health information systems; and developing policies for legal medical documents.
• Time-In-Grade: Competitive service candidates must have completed one year at the next lower grade level (GS-11). Excepted Service Examining Plan (ESEP) appointees are exempt from Time-In-Grade.
• Education substitution: A combination of education and experience may qualify. Transcripts are encouraged; unofficial copies accepted initially, official required before offer.
• Foreign education: Must provide a Certificate of Foreign Equivalency with transcript.
• All qualification requirements must be met within 30 days of the closing date (08/06/2026).

Duties & Responsibilities

• Supervise and manage seven coders, five medical records technicians, and one HIM CAC across three locations.
• Plan, assign, and evaluate work; hire staff; recommend promotions; take disciplinary actions; resolve grievances; identify training needs; approve leave.
• Direct the Health Information Management Program; establish departmental priorities; monitor regulatory compliance with HIPAA, Joint Commission, CMS, IHS Policy, and federal records requirements.
• Advise executive leadership on difficult HIM issues; provide leadership to clinical staff, IT, and CAC on interdisciplinary HIMS matters.
• Lead RPMS/EHR modernization, privacy investigations, data analytics, and revenue cycle initiatives.
• Ensure compliance with Clinical Documentation Improvement (CDI) standards.

Conditions & Requirements

• U.S. Citizenship required.
• Selective Service Registration for males born after 12/31/1959.
• Designated position under Public Law 101-630 requiring contact with Indian children; must not have been found guilty of certain crimes.
• One-year supervisory/managerial probationary period may be required.
• Successful completion of a federal background investigation; must complete forms within 5 calendar days of issuance.
• Must present two valid forms of identification; state-issued ID or driver's license must be REAL ID-compliant (effective May 7, 2025).
• E-Verify employment verification required.
• Direct deposit of pay required.
• ESEP appointees typically serve a two-year trial period.

How You Will Be Evaluated

1. Your application will be evaluated based on your resume, supporting documents, responses to the application questionnaire, and any required USA Hire Assessments.
2. Competencies assessed: Managing Human Resources, Planning and Evaluating, Quality Ranking Factor, Technical Competence.
3. Overstating qualifications or cheating on assessments may result in removal from consideration.
4. The first two pages of your resume and supporting documentation will be used to determine if you meet qualifications.
5. If you are required to complete USA Hire Assessments, you will receive a unique access link after submitting your application. Set aside about 2 hours.
6. Your responses to USA Hire Assessments are reused for one year for future applications requiring the same assessments.

Required Documents

• Resume (ensure it meets the official application portal Help Center requirements).
• Indian Preference: Submit completed BIA-4432 form if claiming Indian preference.
• Veterans Preference: Submit DD214 (Member 4 copy) for 5-point preference; SF-15 and supporting docs for 10-point preference.
• CTAP/ICTAP: Submit documentation as per instructions.
• Current or former federal employees: Include most recent SF-50 or career SF-50 if reinstatement eligible.
• Noncompetitive eligibles: Submit proof of eligibility.
• Transcripts (official or unofficial) are encouraged but not required at time of application; official transcripts required before offer.
• Certifications: List on resume with expiration dates; certification verification required before offer.

Benefits

• Complete federal benefits package including health, dental, vision, life insurance, and retirement.
• Paid annual and sick leave.
• Thrift Savings Plan (TSP) with employer matching.
• Access to IHS total compensation package details at the provided link.

How to Apply

1. To apply, open the official application portal and with your the official application portal/Login.gov account. Complete the online application questionnaire and attach all required documents (resume, transcripts, and any eligibility forms). Submit your complete application package by 11:59 PM ET on the closing date, August 6, 2026. After submission, you may be notified to complete USA Hire Assessments via a unique …
2. Follow the instructions and complete them within the given timeframe. You can track your application status in the official application portal. For questions, contact Kandis Real Bird at 406-208-1984 or [email protected].

Additional Information

• Indian Preference: IHS gives absolute preference to qualified Indian applicants as defined by the Secretary of the Interior.
• This position is covered under the Excepted Service Examining Plan (ESEP).
• A REAL ID-compliant ID is required for identification purposes starting May 7, 2025.
• The position is not telework eligible and is not remote.
• The duty location is Crow Agency, MT 59022.
• If you are selected, you will be contacted by the human resources office.
• Failure to submit all required documents will result in loss of consideration.
• You may update your application documents during the open period via the official application portal.

About Company

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, provides complete health services to American Indians and Alaska Natives. The Crow Service Unit is a critical access hospital serving the Crow Tribe in Crow Agency, Montana.

This role is part of the Health Information Management Services department, ensuring accurate medical records and regulatory compliance. Applicants should understand that IHS prioritizes Indian preference in hiring and operates under federal personnel rules.

Crow Service Unit is named as the hiring organisation for the Supervisory Medical Records Administration Specialist post.