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File Clerk (Lead)

Company: Veterans Affairs, Veterans Health Administration
Location: Harlingen
Posted on: January 26, 2023

Job Description:

Summary Serves as the Lead File Specialist, File Room/Scanning Unit and as Acting Supervisor, Health Information Management File Room/Scanning Unit, during periods of absence. Located at the VATVCBHCS Responsibilities Scanning & File Room Duties: Performs duties related to the receipt, scanning, indexing, and destruction of non-electronic health and administrative information for the File Room/Scanning Unit. Interfaces with personal computer (PC) applications, as well as numerous VISTA applications. Ensures that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software. Conducts random quality audits to ensure integrity of scanned images. Ensures all files are destroyed or filed in accordance with the VHA Retention Control Schedule, RCS 10-1. Maintains responsibility for the control of a large volume of patients' medical records, utilizing terminal digit filing. Maintains responsibility for, scanning, indexing, search and record tracking. Ensures retention of medical records on a timely basis, for shipment to storage facilities. He/she is responsible for loading this information into the Record Tracking System and excel database. Maintains a records over-due database. Conducts follow-up activities, which require tact and persistence when information is not received in a timely fashion. Ensures that information becomes available for patient care. Coordinates record transfer, record follow-up, and indexing functions with clinical team members. Workload Assignment/Training: Ensures that assignments are carried out, by performing a wide range of duties. Ensures work is disseminated appropriately and notifies supervisor of any backlog. Adjusts work assignments as needed to cover peak periods, leaves, and vacancies. Prioritizes work to assure completion of scanning within specified times. Ensures work is disseminated appropriately and notifies supervisor of any backlog. Maintains workload and productivity reports for the unit. Performs monthly spot checks on work performance and productivity. Reports findings to Supervisor, Health Information Management File Room/Scanning Unit. Serves as the instructor/trainer for File Room/Scanning personnel including all operations; i.e., filing sequence, retrieval of medical records, transfer of medical records, Record Tracking, Indexing, Triwest Portal Importing, Scanning, and other VISTA related programs. Monitors & Reports to Supervisor: Resolves simple, informal complaints of employees referring others to the supervisor. Informs employees of available services and employee activities. Reports to supervisor on performance, progress and training needs of employees and on disciplinary. Informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. Provides supervisor with suggestions as requested concerning promotions, reassignments, recognition of outstanding performance, and personnel needs. Identifies and recommends needs in regard to future staffing, equipment, and space. Assists Administrator, Health Information Management Department, in the performance, completion and maintenance of accurate and timely monitors to ensure that medical record availability meets or exceeds levels acceptable to the Health Information Management Department, JCAHO and other reviewing organizations. Similarly conducts and completes other monitors as assigned. Informs Supervisors of problems found and submit written documentation of findings and all necessary recommendations. Maintains flexibility in order to undertake a variety of miscellaneous administrative duties. Promotes a positive image of this Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respect. Responds to customers' needs in a positive and efficient manner. Fully protects the confidentiality of customer information, access to computer files and release of access codes, according to established guidelines and policy. Employs a cooperative attitude in interactions with co-workers and supervisors. Regularly and cooperatively assists other co-workers when needs arise. Perform other duties as required Work Schedule: Monday - Friday 8:00 a.m.-4:30 p.m. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: File Clerk (Lead)/PD00364A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 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 Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/07/2023. You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to: knowledge of multiple systems and current computer technology regarding Medical Records Tracking Package, PC Fax applications, excel spreadsheets, FBCS Doc Manager, Triwest Portal and numerous VISTA applications. Utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file. Must have a solid knowledge of the VA Medical Center's file systems, procedures, flow of medical records and Medical Center Policies to properly coordinate the informational needs of team members. Must be conscientious regarding the confidentiality of the variety of material that will be handled. The skill of a qualified typist is required to perform data entry responsibilities. Knowledge of filing sequence of both administrative and medical records is necessary to properly index information. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years of education above high school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education described as above. You will be rated on the following Competencies for this position: Administration and Management Clerical Database Management Systems Employee Development Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: light lifting/carrying (under 15 pounds); reaching above shoulders; use of fingers; both hands required; walking/standing (2 hours); kneeling/repeated bending (1 Hour); ability to distinguish basic colors; ability to distinguish shades of colors; Hearing (aid may be permitted) Environmental Requirements: working closely with others; working alone For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/. Education 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. Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. Additional Information The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Harlingen , File Clerk (Lead), Other , Harlingen, Texas

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