The File Supervisor is assigned to the Health Information Management Section, under the Health Administration Office, at the VA San Diego VA Health Care System. The position serves under the direct supervision of the Assistant Chief, Health Information Management. The incumbent supervises the scanning staff in the performance of scanning/importing/indexing medical records and all other relevant duties in Health Information Management Section.

Duties

Program Administration: Incumbent is responsible for document importation and scanning. Incumbent oversees employees tasked with receipt, intake and indexing of health and administrative information for Veterans Health Information Systems and Technology Architecture (VistA) document scanning in both retired (File Room) and decentralized areas (ward areas and clinic areas of the main facility and at all Community Based Outpatient Clinics, CBOCs). These tasks include indexing scanned documents into VistA, using the Computerized Patient Record System (CPRS), and/or other Graphical User Interface (GUI) tools, associating each scanned document with the correct CPRS/ VistA record and the appropriate Text Integration Utilities (TIU) document, assigning the appropriate document, using appropriately named nomenclature, electronically authenticating scanned documents, and linking of scanned documents with consultation requests, when applicable. The incumbent ensures that the following additional File Room activities are accomplished in an efficient and timely manner: record retrieval through paper and electronic means for patient care and administrative reviews/research, filing of VA medical and administrative reports and those from Non-VA sources, paper and electronic filing of records, transfer of medical records, release of information to other VA facilities, and record retirement and purging in accordance with Records Control Schedule (RCS) 10-1. Supervises the proper filing of all new and returning records and miscellaneous medical and administrative material received. Promotes proper paper and electronic chart maintenance, routinely making reviews so that the medical records are accurate, in paper and electronic format VistA Applications. The incumbent develops or updates position descriptions, performance plans, and procedure manuals, as necessary. The incumbent is responsible for conducting in-service training programs mandatory for health information management personnel and other medical center personnel on record control and confidentiality. The incumbent plans and coordinates work schedules to ensure efficient completion of priority assignments, as emergent situations arise. Revises work schedules to accommodate these situations. First level Supervisory Duty Statement: Incumbent provides technical and administrative supervision to a unit of File Clerks. The incumbent oversees the daily operation of the unit, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates. The incumbent gives advice, counsel, and instruction to employees on both work and administrative matters. The incumbent hears and resolves minor complaints from employees; refers group grievances and more serious unresolved complaints to a higher-level supervisor or manager; effects minor disciplinary measures such as warnings and reprimands and recommends action in more serious cases. The incumbent interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. Customer Service: Receives and initiates communication via telephone, written, electronic mail, etc., with VA administrative and clinical staff, Veterans, VA Regional Offices, the VA Health Eligibility Center, Veterans Benefit Administration, and other interested parties, regarding the retrieval, indexing, and removal of documents entered CPRS/VistA, system processes, etc. Ensures internal and external customers are addressed satisfactorily and timely. Responds to all inquiries using proper professional etiquette and with courtesy, through phone, e-mail, or through other forms of messaging. Independently composes, types, and prepares responses to inquiries in those cases where written replies are required. Work Schedule: Monday - Friday, Between 7:00am-5:00pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: File Supervisor (OA)/PD14379O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved 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, 08/26/2023. 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-6 position you must have served 52 weeks at the GS-5. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: scanning/importing/indexing medical recorders, overseeing daily operations and ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates.. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Knowledge ManagementManages and Organizes InformationManages Human ResourcesTechnical Competence 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 involves considerable walking, standing, and bending in searching form various files. There is occasionally the need to safely lift and carry items such as record boxes and bulky files. Work is performed in a fast-paced professional setting. 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

There is no educational substitution at this grade level.

Contacts

• Address San Diego VA Medical Center 3350 La Jolla Village Drive San Diego, CA 92161 US
• Name: Tonya Stewart
• Phone: 858-232-7825
• Email: [email protected]