The primary purpose of this position is to serve as a File Clerk for the Central Texas Veterans Health Care System (CTVHCS). He/she is responsible for the daily tasks related to patient medical records. This position is located in Medical Administration Service (MAS), and in the Privacy and Release of Information Section in CTVHCS, Temple, Texas.

Duties

Major duties include but not limited to: Responsible for performing out a variety of health information functions. The incumbent performs duties related to the receipt, intake, scanning, and indexing into both Text Integrated Utilities (TIU) and to Veterans Health Information Systems & Technology Architecture (VistA) Imaging, quality control, destruction and the transfer of electronic, paper or other health information into the VistA Computerized Patient Record System (CPRS) clinical or administrative record. The incumbent receives, reviews, researches, scans, and indexes medical information for the CTVHCS and the seven Community Outpatient Based Clinics (CBOCs), This documentation can contain both legal and administrative information vital to the care of the patient. The incumbent will interface with personal computer (PC) applications as well as numerous VistA applications, In this regard, the incumbent will index each scanned document into a database which will be accessed via CPRS Graphical User Interface (GUI) tools, associate each scanned document with the correct patient's CPRS record using VistA, VistA Capture, assign the appropriate document-named nomenclature, and electronically sign on chart scanned documents. The incumbent will review and research numerous and voluminous medical reports from non-VA health care facilities making a determination as to which documents are to be scanned, and when necessary, obtain guidance from providers and/or CPRS guidelines. When records and reports are received, the incumbent will ensure that all necessary health/administrative information are integrated into VistA Imaging software. The incumbent must index this information using PC/VistA application bridges. The incumbent maintains liaison with all other services clinical, professional, and administrative. Assist in materials preparation in procedure review for Medical Support Assistants (MSAs) as well as clinic and CBOCs' staff in scanning documents created on a concurrent basis. Communication with fellow staff/providers when education is conducted is essential to ensure that the scanning processes are understood completely and relayed in a way that medical information being entered into the patient's chart is correctly placed. In addition, incumbent will be flexible and responsible to undertake a redirection of workflow or duties within the section should the need arise. Reviews and prioritizes daily receipts of loose health record documents, electronic health documents via the Transcription Secure Web, Tri-West (PC-3) Portals for Non-VA Centered Authorized Care, and electronic scanned documents loaded in Fee Basis Care System (FBCS) (includes Doc Manager, Doc Store and Doc Search). The incumbent will scan and index- materials accordingly to include all proper assignments on a timely basis and within established guidelines. In addition, the incumbent will make the proper disposition of documents for unavailable records. Incumbent will maintain a daily productivity log of all incoming documents to be scanned and perform correct indexing activities in the Veteran's electronic medical record. Timeliness, accuracy, and organizational skills are essential to ensure that information is available for patient care. The incumbent must have knowledge and apply strict attention to detail when using VistA Capture/lmaging for charts, photos, and other abstract medical information to ensure that the indexing to the correct note and/or consult. The accuracy of entering medical information is a critical component of this position. There is extensive communication through telephone and personal contact with patients, visitors, vendors, co-workers and staff. The incumbent receives and directs callers and instructs new physicians, medical providers, and clerical staff on the correct procedures for indexing or scanning incoming documentation and processing according to the established local guidelines. Performs routine office functions including reviewing incoming mail, preparing reports on spreadsheets and data based functionalities for reporting to the Supervisory, MRT ROI and Scanning Unit. Maintains office equipment and reports to immediate supervisor when service is required or office supplies are needed. The incumbent must be flexible in order to prioritize a workload that is not consistent from day-to-day in order to undertake a variety of other administrative duties as assigned by the immediate supervisor, Supervisory, Medical Records Technician (MRT) Release of Information (ROI) and Scanning Unit (HIMS) or the Chief, Health Information Management Section (HIMS). Work Schedule: Monday through Friday, 7:30 am - 4:00 pm OR 8:00 am - 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD04226A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of general experience. This experience must be progressively responsible clerical, office, or other work that indicates your ability to acquire the particular knowledge and skills needed to perform the duties of the File Clerk position. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two years of education above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of general experience and education as described above (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: Technical Competence Information Management Attention to Detail Communication 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]