File Clerk (Lead)
Company: Veterans Affairs, Veterans Health Administration
Location: Harlingen
Posted on: January 26, 2023
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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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