The purpose of the position is to manage, direct, supervise, and administer the day to day actions necessary of the HIMS Scanning Unit in order to provide medical record scanning and document placement support for the clinical and administrative functions of the Central Texas Health Care System (CTVHCS).

Duties

Major duties include but not limited to: Supervises over ten File Clerks five days a week. Is responsible for Scanning Unit located in the Temple facility and all scanning completed at all locations throughout CTVHCS. Incumbent further supervises various special employment program employees such as work studies, volunteers, stay-in school, and summer students. For this group, incumbent is responsible for providing flexible and constantly changing work schedules, ongoing training, teaching, counseling, and motivation beyond that which is normally encountered or provided to new full-time employees as a result of supervising primarily entry level positions. Formulates and initiates performance standards. Reviews work accomplished to assess quality and quantity of work produced by each employee. Assigned to manage, direct, supervise and administer a variety of technical functions as supervisor of the Scanning Unit. Provides services and technical advice to meet procedural and administrative requirements relating to the filing, scanning in VistA Imaging, placement of documents in VistA Imaging Software and all placement of dictated documents of the Consolidated Health Record (CHR). Incumbent is responsible for the administrative support all aspects of providing quality patient care through the CHR and maximum utilization of staff, space and equipment. The incumbent may attend meetings at the CTVHCS where HIMS representation is needed. Incumbent will coordinate with other Service representatives on matters concerning medical record availability, scanning and dictation needs, priority of medical records, as well as, the changes and problems which may have an impact on other Units or Services. In the performance of official duties, the incumbent has access to printed and electronic files containing sensitive information which must be protected under the provisions of the Privacy Act of 1974 and other applicable laws and regulations. The incumbent is responsible for protecting that information from unauthorized release or from loss, alteration, or unauthorized deletion, and following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out in the computer access agreement and VA Policy Memorandums. Incumbent serves as primary resource person to Health Information Management Service for coordination of medical records service within CT\/HCS. Schedules the sequence of work and operations on a weekly, monthly and quarterly basis to assure even work flow and distribution, expeditious handling of priorities, and the meeting of deadlines. Revises schedules/assignments to meet changes in workload considering peak loads, availability of manpower, and time limits. Makes changes in organization and assignments to provide improvements, promote job satisfaction and increase productivity. Prepares workload and production reports; reports on operations and problems encountered; and presents proposed requests for resource needs based on past experience, anticipated staffing, equipment, and space. Makes assignments which are equitable among employees. Formulates and issues written instructions and procedures and special instructions for non-routine or complex assignments or to clarify published guides. Assignments are made based on selective considerations such as difficulty and requirements of assignment, availability and capability of employees, and availability of other resources. lncumbent is responsible for and has authority to carry out established personnel functions and practices. Incumbent is responsible for keeping employees informed about important aspects of personnel management programs. Ascertains problems encountered and takes corrective action. Interviews new employees, recommends selection, and carries out training and development of reassignments, awards or disciplinary action. Approves leave schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees. Keeps employees informed of management goals and objectives and higher levels supervisors informed of employee participation and concerns. Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees. Prepares and submits position descriptions for new positions, clarification, or updates. Receives formal grievances, resolving those that can be resolved by the first level supervisor. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action. 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 Supervisor/PD080880 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, 09/12/2023. 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. 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: 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: Providing support and technical advice to meet procedural and administrative requirements relating to the filing and scanning; Coordinating with employees and organization representatives on matters concerning medical record availability, scanning and dictation needs, priority of medical records, as well as, the changes and problems which may have an impact on other Units or Services; safeguarding printed and electronic files containing sensitive information in accordance with applicable laws and regulations; Planning and scheduling ongoing production-oriented work on a monthly, quarterly and annual basis, and directs assignments on a daily, weekly, monthly, quarterly, and annual basis. You will be rated on the following Competencies for this position: Technical Competence Manages Human Resources Administration and Management Information Assurance 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

There is no educational substitution at this grade level.

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]