The NY Harbor VA Healthcare system is currently recruiting for one File Supervisor for the Health Information Management section at the Manhattan Campus location. The position serves as the supervisor for the staff responsible for scanning documents into the electronic medical record as well as administrative documents. NYHHS file rooms and activities include records retrieval, retrieval from archives, and sending records to achieves.

Duties

Major duties and responsibilities include but are not limited to: 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. Enters work order requests or tickets for issues that require assistance. 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. Responsible for basic file room and record maintenance based on procedures outlined applicable national and local policies. Monitors leads functioning to assure that the HIM Section consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner. Monitors staff productivity and workload daily and provides an accurate weekly status report of unit workload within specified time frames. Controls the day-to-day operation of these offices and service processes and functions. 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. May be asked to function as a Contracting Officer's Representative (COR) working for NYHHS 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). 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. 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. Provides direct supervision to staff in a positive manner, encourages participation from staff, rewards for good performance, takes corrective action when needed, and assures disciplinary actions are handled appropriately. Handles performance appraisals. Conducts staff meetings regularly (at least monthly) and submits minutes for approval to the Assistant Chief, HIM Section or designee. Establishes, implements and monitors a quality assurance (QA) program within the unit. Conducts and/or coordinates effective QA reviews on all areas under his/her purview and reports finding to the Assistant Chief, HIM or designee. Prepares and conducts training for subordinates of proper service to patients, providers, medical and administrative staff. Performs all other duties as assigned Work Schedule: Monday-Friday 8:00am-4:30pm 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. Position Description/PD#: File Supervisor (OA)/PD031920 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, 09/18/2023. 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-7 position you must have served 52 weeks at the GS-6. 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. Quality Ranking Factor: Experience in analysis and problem solving. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Specialized experience includes knowledge of multiple VHA systems, software, and technology; ability to utilize computer skills to carry out duties associated with transferring information and maintaining a record request file; knowledge of VA file systems, procedures, policies, and flow of medical records; knowledge of privacy regulations and laws; must have typing skills. (Experience must be thoroughly documented in your resume to receive credit for experience.) Preferred Experience: 2 years of experience working in a Medical Record file/scanning room. You will be rated on the following Competencies for this position: Analysis and Problem SolvingAttention to DetailCommunicationCustomer ServiceTechnical 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 performed in an office setting. The work involves considerable walking, standing and bending in searching from various files. There is occasional lifting and carrying of such items as record boxes and bulky files. 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 NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Kimberly Ohalloran
• Email: [email protected]