This position is located in the Health Information Management Division, Patient Administration Department, Resources Directorate located at the Captain James A. Lovell Federal Health Care Center (FHCC) in North Chicago, Illinois.

Duties

Duties Include: Incumbent provides guidance and technical direction to the Lead and File Section Staff who establish, retrieve, process, manage, scan into , transfer, and retire paper and electronic medical and administrative records for veterans, active duty members and DoD beneficiaries. Incumbent is a subject matter expert on medical record management and control. Incumbent ensures the work assignments of the team are carried out in a timely and accurate manner. Is responsible for the assignment of duties to staff in a regularly changing environment of deadlines, processes, and priorities Trains and orients new employees to their job descriptions and competencies, performance requirements and the operation of the Section, Division and Department. Identifies training needs, arranges continuing education for staff and monitors completion of annual or special required training. Conducts and documents periodic checks for understanding and compliance during training and throughout the rating period. Reviews work to ensure output is acceptable quantity and quality and takes corrective action where necessary. Incumbent communicates mid-term and annual performance evaluations. Provides oversight, technical/consultative advice, education and support to the East Campus Branch Clinics on record creation, maintenance, security, monitoring, and retirement. Conducts reviews of secondary records and prepares reports for the clinic directors and Department Head, Patient Administration Department. Maintains the records of these audits. Serves as the Medical Record Custodian for the FHCC, an Integrated operation which creates, maintains, and retires Department of Defense (DoD) and Veterans Health Administration (VHA) inpatient and outpatient medical records. Oversight includes three East Campus Branch Clinics and three Community Based Outpatient Clinics. Manages workflow to meet schedules and avoid backlogs. Assigns work to staff based on priorities considering the difficulty and the requirements of the assignment and capabilities of the employees. Monitors the status of and quality of work. Maintains knowledge required to effectively perform duties in a regularly changing environment. Is responsible for dealing with problems as they arise as well as backlogs and personnel Issues. Knowledge of DoD and VA requirements and Joint Commission standards for a medical record program. Knowledge of automated medical records/health information systems of two agencies including CHCS, DEERS, CHCS II, HA1MS, CPRS, VISTA, and VistA Imaging and skill in using computerized information systems. Skill in Microsoft Office Programs. The staffing for this Section consists of (1) GS-6 Lead and ten GS-5/GS-4 File Clerks whose work is performed in an office setting but may involve periods of walking, standing, and carrying and moving records, manual, and files or boxed records up to 50 pounds. Work Schedule: Monday- Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD06678O

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/04/2023. 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-07 position you must have served 52 weeks at the . GS-07 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: Specialized Experience: AT least one (1) year of specialized experience equivalent to at least the GS-6 grade level. Specialized experience is defined as experience that equipped the applicant with the particular knowledge, skills and abilities to perform successfully the duties of the position and that is typically in or related to the work of the position to be filled. Specialized experience for this position consists of: Experience in positions that required a thorough knowledge of mail/postal management functions, operations, services, mail security, and operational knowledge of reproduction center operations; experience such as working in a Mailroom and reproduction center; knowledge of policies and regulations such as GSA-Mail Management Federal Regulations, VHA Handbook 01118.01 (Printing and Reproduction Management), US Postal Service Domestic Mail Manual (DMM), US Postal Service International Mail Manual (IMM), VA Handbook 6340 mail regulations; working knowledge of the Government Printing Office (GPO) in regard to matters pertaining to the technical and operational issues in the mail rooms and reproduction center; skill in oral and written communication and interpersonal relations, to appropriately and courteously relate to internal and external customers; and ability to meet and deal effectively with a wide variety of staff from many educational and skill levels, for the purpose of communicating clear instructions. As a general rule education is not credible above the GS-5 level for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position. You will be rated on the following Competencies for this position:Attention to DetailConflict ManagementCustomer Service (Clerical/Technical)LeadershipManages and Organizes InformationTeamworkExperience 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 requires some physical exertion such as extended periods of standing, recurring bending, crouching, stooping, walking, stretching, or reaching of moderately heavy items. It is necessary to set up, operate, adjust, and monitor operation of the equipment. The work requires specific abilities and physical characteristics to depress small buttons on various equipment and sort mail and paper that often sticks together. The incumbent is required to lift a variety of moderately heavy materials and supplies such as boxes of paper stock including items that weigh up to 51 pounds, abiding to safe lifting procedures/abilities using Standard Operation Procedures. Heavier items are moved with material handling equipment or with assistance from other workers. Working Environment: The work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms or libraries. The work area is adequately lighted, heated, and ventilated. 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.


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 Captain James A Lovell Federal Health Care Center 3001 Green Bay Road North Chicago, IL 60064 US
• Name: Brianna Turner
• Phone: 708-904-8377
• Email: [email protected]