Supervisory Medical Records Technician

About the role

The position is located in the Division of Finance at the Gallup Indian Medical Center in Gallup, NM. The Patient Registration staff is comprised of Patient Registration, Pre-Certification, Birth Certificate/Census and Admissions for the GIMC hospital.

Position is responsible for collecting health care resources, patient admissions, eligibility verification, and patient care interviewing for health care. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

What you will do

• Medical Records Technician Total Compensation | Pay (ihs.gov) Supervises and coordinates the functions and staff of the Patient Registration/Admission Section according to hospital policy and procedures.
• This includes providing technical assistance to management, medical providers, patients and other facility personnel regarding the work of the Business Office Branch.
• Evaluates, analyzes, coordinates and supervises the operation of the Patient Registration/Admission Section, which directs the workflow of the medical support assistant team comprised of Patient Registration clerks on the incoming patients.
• Responsible for providing supervision and direction to a variety of technical admission, discharges and transfer functions, such as compiling medical statistics and reports, work assignments, ensuring coverage in all registration and admissions locations.
• Adjusts workload to meet patient load and/or special projects.
• Responsible for training and assisting all Patient Registration staff, Benefit Coordinators, Coding, Billing staff in the scheduling, ADT, and Day surgery modules of PIMS interface with PCC to create visits in PCC as the applications are used.
• Maintain close relationship with Benefit Administration, a process the facility captures and maintains a listing of accepted third party insurers, guarantors and federal/state payers.
• Basic insurance information for a patient is established during registration, verified, to determine the order of the billing process.

Requirements

• Selectee may be subject to a probationary period ESEP appointees typically serve a two year trial period U.S. Citizenship is required Selective Service Registration is required for males born after 12/31/1959 This is a designated position covered by Public Law 101-630, requiring contact or control over Indian children.
• Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.
• A one-year supervisory/managerial probationary period may be required upon selection/placement.
• Successfully pass the E-Verify employment verification check.
• To learn more about E-Verify, including your rights and responsibilities, visit ***
• You will need to set up direct deposit so we can pay you.
• Background Investigation Requirement: This position requires the successful completion of a federal background investigation as a condition of employment.
• A background investigation is a standard process used by the Federal Government to verify an individual's identity, employment history, education, and other relevant information to determine suitability for Federal service.
• Upon receipt of instructions, applicants must complete all required background investigation forms within five (5) calendar days of issuance.
• Timely completion is critical to avoid delays in processing or a determination of unsuitability.
• Applicants are strongly encouraged to prioritize this requirement and to maintain regular communication with their assigned Personnel Security Specialist throughout the process.
• Financial Suitability Requirement: This position requires a review of the applicant's financial history as part of the personnel security and suitability determination.
• Applicants must demonstrate financial responsibility, maintain good standing with creditors, and satisfy all legal financial obligations prior to applying.
• Individuals with substantial delinquent or unresolved financial obligations-including, but not limited to, delinquent federal or state tax liabilities, defaulted federal student loans, court-ordered fines or fees, or child support arrears-may be deemed unsuitable for employment with the Indian Health Service (IHS).
• Prior to the appointment, candidates must present two valid forms of identification.
• If one of the documents is a state-issued ID or driver's license, it must be REAL ID-compliant.

Education

There are no education requirements.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above. Structured Resume Review: Subject matter experts (SMEs) will review your resume to determine your technical qualifications for this position based on the required competencies. SMEs will review ONLY the first two (2) pages of your resume.

SMEs will not review additional information beyond your resume (e.g., cover letter, links embedded in your resume). Once the announcement closes, we will conduct a review of your application package to verify your eligibility and qualifications. If you are found qualified, your application will move forward to additional phases of the review process.

To ensure a fair and consistent hiring process, IHS uses a multi-hurdle assessment process. Each "hurdle" must be passed before moving to the next step. This helps us evaluate applicants based on job-related qualifications, competencies, and experience.

Below is what applicants can expect: ________________________________________ 1. Minimum Qualifications Review - Hurdle 1 HR reviews your resume to confirm you meet the eligibility and minimum qualifications for the position (education and/or licensure (if applicable), listed above).

Note: the first two pages of your resume and supporting documentation will be used to determine whether you meet the minimum qualifications. If you meet eligibility and minimum qualifications, you move to the next hurdle. 2.

Technical Assessment (Subject Matter Expert Resume Review) - Hurdle 2 A panel of subject matter experts (SME) will review your resume to determine whether you clearly show the required specialized experience listed below. 1.

Applicant has experience leading or supervising patient registration/admission staff; assigning work; adjusting priorities, schedules, and staffing; evaluating performance and work quality; resolving complaints; and providing training.2.

Applicant has experience reviewing and maintaining registration, admission, discharge, transfer, census, and related medical records; verifying patient identity, eligibility, demographics, and payer information; and applying medical terminology, privacy, and confidentiality requirements.3.

Applicant have experience analyzing workflow, workload, patient flow, quality, eligibility, productivity, and revenue-cycle data; preparing reports; and identifying training or process improvements.4.

Applicant have experience supporting automated patient registration, ADT, scheduling, sensitive-patient tracking, and patient-accounting systems; training users; maintaining templates and tracking methods; troubleshooting; and escalating unresolved technical issues. Note: SMEs will review ONLY the first two (2) pages of your resume.

SMEs will not review additional information beyond your resume (e.g., cover letter, links embedded in your resume). This assessment is Pass/Fail. Applicants who demonstrate the required experience will advance.

Demonstration of these specialized experience statements ascertain your competency in the following: Managing Human Resources Medical Documentation Planning and Evaluating Technical Competence Click here to view vacancy questions: ***

All documents above MUST be received by 11:59 pm (Eastern Standard Time) of the closing date of, 09/25/2026, to be considered.

Documents you must provide

• USAJOBS Help Center - Update your resume now so it meets new resume requirements.
• Once the application process is complete, the first two pages of your resume and supporting documentation will be used to determine whether you meet the job qualifications.
• Resume: You are highly encouraged to visit the USAJOBS Help Center before submitting a resume.
• USAJOBS Help Center - Update your resume now so it meets new resume requirements Required as applicable for the purposes of specific eligibility and appointment claim(s), and position requirements: Indian Preference Applicants: If claiming Indian preference, applicants must provide a completed copy of the Form BIA-4432, "Verification of Indian Preference for Employment in the BIA and IHS Only." Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA Official of tribal enrollment records.
• For detailed instructions, see form BIA-4432.
• Refer to BIA-4432 link: Verification of Indian Preference for Employment in the BIA and IHS When an Indian Preference candidate possesses Veterans preference the rules regarding Veterans preference apply under ESEP and the applicant must provide documentation in order to receive preference.
• Veterans Preference: If claiming Veteran's Preference provide a copy of your DD214 Form (Member 4 copy).
• To claim 10-Point Veterans Preference, submit a SF-15 Application (***) along with the appropriate supporting documentation.
• For additional information regarding Veterans Preference visit: ***
• Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP): If you are claiming CTAP/ICTAP, follow the instructions below: ***
• Current or former Federal employee: Include your most recent SF-50 or if Reinstatement eligible include your Career SF-50.
• Noncompetitive eligibles: Submit additional documents to prove your eligibility to apply to this vacancy.
• You must meet the requirements of the job by 11:59 pm (Eastern Standard Time) of the closing date: 09/25/2026

What to expect next

Stay Updated with Text Alerts You can choose to receive text message notifications about your application status. To enable this feature: - Log in to your USAJOBS account. - Go to your Account Settings and select Notification Preferences. - Check the option to receive SMS/Text Messages. Text message updates are optional and provided in addition to email notifications.

Standard messaging rates may apply. You can track the progress of your application package via your USAJOBS account. You will receive an acknowledgement from USAJOBS that your submission was successful once we have received your on-line eligibility questionnaire, resume, and any supporting documentation.

You will be notified of the status of your application via your USAJOBS Account after we conduct a qualification review of your complete application package. You will be contacted if further evaluation or interviews are required. Any exaggeration of your experience, false statements, or attempt to conceal information may disqualify you for employment consideration.

We may verify all information you provide in your resume and questionnaire responses, through reference and/or background check, and/or verification of your education. If you are selected, you will be contacted personally by the human resources office posting this announcement. If all required documentation is not submitted with your application you will lose consideration.

It is the applicant's responsibility to verify that information and documents entered, uploaded, or faxed are received, legible and accurate. HR will not modify answers submitted by an applicant.

Additional information

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application.

Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis.

If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision.

You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement.

To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

(***) 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.

IHS may offer newly-appointed Federal employees credit for their directly related previous non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave.

You will be evaluated for this position in accordance with the OPM Merit Hiring Plan.As part of the application process, you will be asked to provide short essay responses (200 words or less each) to the following four questions.

How has your commitment to the Constitution and the founding principles of the United States inspired you to pursue this role within the Federal government? In this role, how would you use your skills and experience to improve government efficiency and effectiveness? How would you help advance the President's Executive Orders and policy priorities in this role?

How has a strong work ethic contributed to your professional, academic or personal achievements? Your responses are optional and will not be scored. However, they may be reviewed by hiring managers and agency leadership (or designees) during the evaluation process.

You will be asked to certify that your responses are written in your own words and that you did not use a consultant or artificial intelligence (AI) tool (such as ChatGPT or Copilot). This position is ineligible for the Bargaining Unit.