The File Supervisor position is organizationally aligned under the Health Information Management (HIM) section of Patient Administration Service (PAS) for the Edward Hines Jr VA Hospital System. Primary purpose of this position is the supervision of the Medical Records Scanning Unit which scans documents into the electronic medical record and administrative documents into VISTA Imaging, complying with VHA policies as well as Joint Commission standards for paper and electronic medical records.

Duties

Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives and policies of the HIM Section and to present them to all staff in an accurate, positive and timely manner. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner. Fully supports all PAS programs and activities. Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Planning responsibilities pertain to total functions and require consideration of complete support services operations. Major duties of this position include, but are not limited to: Daily operation of Medical Records Scanning Unit, resolving daily issues timely and accurately. Enters work order requests or tickets for issues that require assistance. Ensures that the physical storage of records (loose papers, perpetual charts, etc.) meets compliance and is approved by the Records Manager. Physical storage program is reviewed and updated yearly. Unit Workload Assignment and Review: Responsible for basic file room and record maintenance based on procedures outlined applicable national and local policies. Monitors leads functioning to assure that Assists the Records Manager in assuring that current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records are processed in a timely manner. Coordinates and leads with scanning related actions performed by Care in the Community (CITC). Provides updates and monthly communication related to scanning updates, scanning actions, and quality. Written Correspondence/Documentation: Assures all written correspondence prepared for the signature of the Section Chief or Service Chief is accurate, timely and grammatically correct. Assures written reports are timely, accurate, understandable and logically organized. Ensures that all correspondence and medical record documents received in the unit is properly scanned/imported in the patients' medical record within established timeframes and that backlogged loose filing and electronic files received by any mechanism i.e., fax, email, etc., does not exceed established limits. When required, ensures that all medical records requested are in good condition, correct filing format, and quality checked prior to charging out to borrowers. Ensures all guidelines, policies, and SOPs are reviewed and updated yearly. Contract Monitoring: Scanning or other contracts are efficiently managed by monitoring the work performed and the timeliness of completing the work as outlined in statement of work. Keeping records, by approving invoices and maintains administration records, performance agreements and compliance reports. Special Taskings/Projects: Consistently responds to and carries out special taskings and/or projects as assigned in a timely, accurate and effective manner. Plans and provides support services in medical record management. Assists in the required auditing processes for scanning documents. May be asked to function as a Contracting Officer's Representative (COR) working for and serves as business liaison between the agency and private contractors. Monitors contractors' progress in performing tasks, compiles inspection reports and recommends contract terminations or modifications as required by the position and specific contract(s). Staff Selection: Coordinates recruitment efforts for all unit vacancies and reviews or participates in the selection process of all positions announced so that vacancies are filled expediently and within the restrictions and requirements of regulations. Staff Meetings: Conducts staff meetings regularly (at least monthly) and submits minutes for approval to the Assistant Chief, HIM Section or designee. Work Schedule: Monday through Friday, 8:00 a.m. to 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. This position may be eligible for telework after a 90 day probation period. Telework eligibility is at the discretion of the Patient Admin Services leadership and is not guaranteed. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD222610 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-06 position you must have served 52 weeks at the GS-05. 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. You may qualify based on your specialized experience as described below: GS-6 GRADE REQUIREMENTS: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Proven ability to use computer programs to execute office automation functions, develop and change spreadsheets, develop presentation materials, and access information in facility computer system. Skilled in communication and interpersonal relations, including ability to appropriately and courteously relate to internal and external customers. Maintaining confidentiality of patient/employee information, electronic and print. Evaluate and monitor work and contractor performance. Work and function in the facility/medical center in a safe manner, including infection control and the correct operation of equipment. You will be rated on the following Competencies for this position: Manages Human ResourcesOrganizational AwarenessTechnical 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: Work is chiefly sedentary, but occasional standing, walking, stooping, bending and carrying items weighing 25 pounds, may be required. 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 Edward Hines Junior Hospital 5000 South 5th Avenue Hines, IL 60141 US
• Name: Frankie Fessler-Boylan
• Phone: 515-868-4959
• Email: [email protected]