This position has supervision over Medical Records Scanning Unit of the Health Information Management Section (HIMS) which falls under the Health Administration Service (HAS). The position serves as the supervisor for the staff responsible for scanning documents into the electronic medical record as well as into VistA Imaging in compliance with the Veterans Health Administration (VHA) policies as well as Joint Commission standards for paper and electronic medical records.

Duties

Incumbent is responsible for the daily operation of the Medical Records Scanning Unit with the responsibility of resolving daily problems timely and accurately. In addition, Duties may include, but are not limited to: Assure that Leads and employees are functioning at or above a fully successful level for the unit to provide the expected support to other sections, services, Veterans and others with whom there is contact. Any operational problems which are beyond the scope of authority of the incumbent are timely and accurately reported to the Assistant Chief of HIMS or designee, along with recommended corrective action. Problems are thoroughly researched, addressed and followed up by the incumbent, keeping management fully informed of operations, activities and issues. Assist a Contracting Officer's Representative (COR) working for MEDVAMC. Serve 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). Generates workload reports, distributes pending workload to staff, and monitors completion status. Establish the timely filing/scanning of health records in accordance with policies and procedures. Ensure compliance with accrediting agency and regulatory requirements and ensure corrective action is initiated, as needed. Provides orientation and competency assessments are conducted for all assigned staff. Develop Position Description and position descriptions. They are Classification Title: File Supervisor policies and procedures, performance standards, a responsible for professional and administrative management of the scanning staff. Maintain interdepartmental relations with other services to accomplish medical center goals. Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. 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. Projects and carries out the directives of management in a professional manner. Fully supports all HAS 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. Enters work order requests or tickets for issues that require assistance Work Schedule: Monday-Friday, 8:00am-4:30pm Telework: This position is authorized for 1-2 days per Pay Period to telework. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD141350 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, 10/05/2023. 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. You may qualify based on your specialized 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. Examples of specialized experience would typically include, but are not limited to: Specialized experience is experience where you were responsible for performing supervision, administration management and direction of Scanning staff which includes GS-0305-4 File Clerks/Scanners and GS-0305-5 Lead File Clerk/Scanner. They have full supervisory responsibility, including preparing work assignments, monitoring the performance of file room/scanning staff, evaluating employee performance, selecting staff, recommending awards and advancements, and taking disciplinary actions. Knowledge of the contents and filing sequence of both health and administrative records; and procedures related to subject matter. Knowledge of historical, numerical, alphabetical, and terminal digit filing systems, including types of purposes of documents kept by the facility presently and in the past. Knowledge and skill in use of computer is required to ascertain record location, to fill record and pull list requests, to identify un-fillable records, to charge in/out records, to check records into various file rooms, to update records home locations, to create new volumes, and to make bar code labels for health and administrative records. Computer skill is required in record search and if record is missing, the record needs to be flagged as missing and flag removed when found. Computer skill is also required to communicate within the facility to locate records. Keyboarding skills are necessary to utilize the many functions required in record tracking. Thorough knowledge of functions and procedures of all areas of the facility is necessary in order to locate required material in any of several possible locations. You will be rated on the following Competencies for this position: Interpersonal SkillsLeadershipManaging Human ResourcesTechnical 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 involves bending, stretching, stooping, pulling, lifting and pushing of records on the shelves. It involves use of a stepstool to reach records on the top shelves and may on occasion involve lifting up to 25 pounds. It involves delivering records to Admissions and Clinics requiring standing, walking, or climbing stairs up to 90% of the time. 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 Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Allecia Munoz
• Phone: 352-213-8874
• Email: [email protected]