This position is in the Veterans Affairs (VA), Loma Linda VA Medical Center (LLVAMC), located in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioned from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System CPRS or scanning procedures.

Duties

Duties include, but may not be limited to the following: Performs duties related to the receipt, scanning, indexing, destruction of paper and electronic health and administrative information, and quality reviews for the File Room/Scanning Unit. Interface with personal computer (PC) applications, as well as, numerous VISTA applications. Ensure that all necessary health/administrative information are integrated into Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software. Conduct quality audit and improvement reviews to ensure integrity of scanned images which occurs on a daily basis. Ensure all files are destroyed or filed in accordance with the VHA Retention Control Schedule, RCS 10-1. Maintain a daily measurements and productivity log of paper and electronic scanning and indexing activities to be provided to the Supervisor of the file room/scanning unit daily. Conduct follow-up activities, which require tact and persistence when information is not received in a timely fashion. Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care. Sort loose medical record documents received daily. Scans and indexes clinical, Fee, and administrative materials accordingly, on a timely basis and within established guidelines and makes the proper disposition of documents. Coordinates hardcopy medical record retrieval including secure file recall from off-site storage and return to Records Center and Vault and Federal Record Center sites as requested. Flexible in order to undertake a variety of miscellaneous duties as assigned by the Supervisor. Delineates workflow among employees so that it is evenly distributed. Adjusts work assignments as needed to cover peak periods, leaves, and vacancies. Prioritizes work to assure completion of scanning within specified times. Work Schedule: Monday through Friday 8:00am 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD028180 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, 09/27/2023. 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-05 position you must have served 52 weeks at the GS-04. 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-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Must have a solid knowledge of multiple systems and current computer technology regarding imaging applications. PC Fax applications. and numerous VISTA applications. Utilizes computer skills to carry out duties associated with transferring information and maintaining a record request tile. Must have an excellent knowledge of the VA Medical Center's file systems procedures/flow of medical records and medical Center Policies to properly coordinate the informational needs of team members. Must be conscientious regarding the confidentiality of the variety of material that will be handled. Qualified typist is required to perform data entry responsibilities. Knowledge of filing sequence of both administrative and medical records is necessary to properly index and scan information into VISTA. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above high school. This education must have been obtained in an accredited business, secretarial, or technical school, junior college, or college or university (TRANSCRIPTS REQUIRED). 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 the first 60 semester hours. One full year of study (30 semester hours) beyond the second year of education is equivalent to six months of specialized experience (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Attention to DetailComputer LanguagesLeadershipReasoning 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 involves considerable walking, standing, and bending in searching for various files. There is occasional lifting and carrying of such items as records 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

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 Jerry L Pettis Memorial Veterans Hospital 11201 Benton Street Loma Linda, CA 92357 US
• Name: Stephanie Bremmeyer
• Email: [email protected]