This position is located at the VA Eastern Kansas Health Care System (VAEKHCS), within the Business Office Health Information Management Section (HIMS) and supports the transition from maintaining paper health records to electronic health records using Computerized Patient Record System (CPRS) templates or other scanning procedures.

Duties

Duties include but not limited to: This position is responsible for carrying out a variety of health information functions. The incumbent performs duties related to the receipt (separating administrative from clinical and sorting by priority), intake, scanning, indexing, quality control, and the destruction and transfer of health and administrative information. The incumbent is responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and correct note (unless it is an Administrative or Clinical type document) in CPRS. After completing the scanning and indexing process, he/she will confirm record integrity and review the image quality in the VistA Imaging display. The incumbent ensures regular quality checks are carried out according to prescribed timeframes and criteria and notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations to perform timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. The incumbent maintains a daily productivity log of scanning and indexing activities and submits it to the Supervisor by the next workday. The incumbent interacts daily, or as often as necessary, with other administrative and clinical staff members throughout the facility in order to locate/obtain health records. Also, he/she assists medical center staff in understanding non-VA health care medical record information in order to determine which nomenclature and indexing term to use. Pulls inactive medical records and death charts to be boxed and sent to an approved records storage center. Documents all retired patients into a spreadsheet that identifies patient name, box number, and accession number. Utilizes the computer to charge out and check in medical records. Prepares shipment of retired records according to the VA regulations and guidelines. Work Schedule: Monday through Friday, 8:00AM to 4:30PM Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD03922A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): 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, 08/31/2023. 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-04 position you must have served 52 weeks at the GS-03. 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 as described below: General Experience: You must have one (1) year of general experience at the level of difficulty and responsibility equivalent to GS-03 grade level in the Federal service. The experience could have been progressively responsible clerical, office, or other work that indicates ability to acquire the particular competencies needed to perform the duties of the position to be filled. This may be paid or non-paid experience . Experience working in electronic health records or electronic medical records at a large hospital or medical facility is preferred, but not required. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Two (2) years of education above the high school level (education may have been obtained in an accredited junior college, college, university, business, secretarial or technical school). OR, Combination: Possess equivalent combinations of successfully completed post-high school education and general experience may be used to meet total experience requirements. Determine the total qualifying experience as a percentage of the experience required for the grade level; then determine education as a percentage of the education required for the grade level; then add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for that grade level. You will be rated on the following Competencies for this position: Customer ServiceManages and Organizes InformationTechnical CompetenceTechnology ApplicationWriting 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: Long periods of standing and walking while sorting, delivering mail. Lifting and carrying of moderately heavy material, up to 50 pounds, while packaging and dispatching. 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 VA Eastern Kansas Health Care System 2200 SW Gage Blvd Topeka, KS 66622 US
• Name: Randy Pass
• Phone: 913-682-2000 X62503
• Email: [email protected]