This position is located in the Health Information Management Section (HIMS) of Medical Administration Service (MAS) within the VA Maryland Healthcare System (VAMHCS). The HIMS File Room & Scanning Unit is transitioning from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System (CPRS) or scanning procedures.

Duties

Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS). Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. Reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. Scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference. Maintains confidentiality of all electronic records and paper components of the health record. Follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. Performs other related duties as assigned, including providing occasional back-up for the Records Completion Unit at another campus. Work Schedule: 7:30 am-4:00 pm Telework: No position is not suitable for tele-work Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD16083A 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, 09/08/2023. 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-4 position you must have served 52 weeks at the GS-3. 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 year of general experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. Examples of general experience would typically include, but are not limited to: knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Outlook, and Word in order to properly scan items into patient medical files and to retrieve information. Knowledge of medical terminology and major anatomical systems, as well as, facility specific terms and abbreviations is necessary for review of documentation prior to processing. Work is performed independently according to established guidelines and procedures under the general supervision of the Supervisor, File Room & Scanning Unit/HIMS with only the most unusual problems referred to the supervisor. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed two years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarters or the equivalent in a college or university or at least 200 hours of classroom instructions per week for approximately 36 weeks in a business, secretarial or technical school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond. You will be rated on the following Competencies for this position: ConscientiousnessOperating SystemsOral CommunicationStandardsTechnical 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 is mostly sedentary; however until records have been automated, work may involve considerable walking, standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records. 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 Maryland Health Care System 10 North Greene Street Baltimore, MD 21201 US
• Name: Courtnie Wilson
• Phone: (410) 605-7000
• Email: [email protected]