The Lead File clerk provides guidance, oversight, administration for a variety of technical functions as the Lead of the File Room/Scanning Unit, leading eight (8) file clerks and contracted staff. Provides services and technical advice to meet procedural and administrative requirements of the receipt, scanning, indexing, quality assurance and destruction of health and administrative information for the File Room/Scanning Unit.

Duties

MAJOR DUTIES AND RESPONSIBILITIES Lead Duties (25%) Ensures work is disseminated appropriately in accordance with established workflow ensuring each employee has enough work to keep busy, expeditious handling of priorities, and the meeting of deadlines. Maintains communication with the team, monitors progress or work, makes day-today adjustments in accordance with established priorities, obtains assistance from the Supervisor, and notifies Supervisor of any backlog. Assists the Supervisor in monitoring working conditions such as seating, ventilation, lighting, safety, etc.; informs employees of available services and employee activities; assists in resolving simple, informal complaints or employees and refer others to the Supervisor. Provides the Supervisor feedback on employee performance, progress and training needs, behavior problems, promotions, reassignments, recognition of outstanding performance, and personnel needs. Reports to the Supervisor on performance, progress, and training needs of employees. Maintains a current knowledge and answer questions of other employees on procedures, policies, directives, etc. and promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. The Lead File Clerk is the instructor/trainer for all File Clerk staff. Gives on the job training to new employees and ongoing training for all File Clerk staff in accordance with established procedures and practices and will make available written instructions, reference materials and supplies. Training will include all operations, i.e., proper indexing, importing and retrieval of medical records, Record Tracking and other applications related to VistA (Imaging and Capture) and CPRS related programs. File Room Responsibilities (75%) The incumbent performs duties related to the receipt, intake, indexing, scanning, and/or importing of medical and administrative information. He/she will work with personal computer (PC) applications as well as numerous VistA applications to index each scanned and/or imported document into a database, which will be accessed through Computerized Patient Records System (CPRS). The incumbent must associate each scanned and/or imported document with the correct patient's CPRS record and the appropriate TIV document title. He/she will assign the appropriate document named nomenclature and electronically sign on chart scanned documents. The incumbent will maintain a daily productivity log of scanning, importing, and indexing activities. The productivity log will be provided to the supervisor by the next workday to assist in determining when the quality checks are due and for logging results of checks for validation process. Incumbent will be responsible for retrieving medical records from the Federal Records Center and/or any Storage Center for patient care activities i.e., research, quality management, external peer reviews, utilization review, etc. Incumbent will arrange records for storage/reference, scheduled disposition, and retrieval. Determines file retention and disposal including determining applicable authorities, screening, and preparation of files for retention and disposal. The incumbent communicates with all levels of medical center personnel regarding access to patient information. The incumbent will bring issues and problems encountered to the attention of the supervisor for guidance on procedure or process to be used or followed. The incumbent must maintain the security and confidentiality of medical information. The incumbent will assist in training other staff with scanning tasks and trouble-shooting problems that may arise with decentralized scanning documents (i.e. advanced directives, consents, means test, etc.). Timeliness, accuracy, and organizational skills are essential to ensure that information is provided to scanning specialists and becomes available for patient care. The incumbent must be flexible in order to undertake a variety of miscellaneous clerical duties. In the absence of the supervisor the Scanning Specialist will assist in covering tasks. As determined by the supervisor the Scanning Specialist will assist in completing Quality Assurance Reviews. Work Schedule: Monday-Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/01/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-05 position you must have served 52 weeks at the GS-04. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education s described below: Specialized Experience: One (1) full year of specialized experience with the particular knowledge, skills, and abilities to perform the duties of this position successfully that is equivalent to at least the GS-04 level in the Federal service. Specialized experience includes: provides technical advice for administrative requirements of health and administrative information, assists in the assignment and review of daily work assignments; utilize software applications for collection and reporting of data, conducts on the job training, and communicates effectively with others. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) full years of education above high school. (TRANSCRIPTS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: CommunicationComputer SkillsDatabase Management SystemsDeveloping OthersStandards 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: The work is mainly sedentary in nature but requires a high degree of concentration and the ability to work under pressure and stress within specified time frames. Physical demands may include limited walking, lifting of paper documents, packing, and moving boxes up to 50 lbs. 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.

Contacts

• Address Robert J Dole VA Medical and Regional Office Center 5500 East Kellogg Drive Wichita, KS 67218 US
• Name: Vincent Hodgdon
• Phone: 3166852221 X51400
• Email: [email protected]