This position is in the Medical Administration Service (MAS), Health Information Management (HIM) section, at the G.V. (Sonny) VA Medical Center. The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner.

Duties

Ensures sensitive health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records. Scans various health information documents. Reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria. Processes health record transfer requests. Maintains confidentiality of all electronic records and paper components of the health record Explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use. Follows appropriate procedures when mailing and destroying health information in paper or electronic format. Communicates daily with other administrative and clinical staff members to locate/obtain health records. Conducts extensive searches for health records when initial searches have been unsuccessful. Maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner. Recalls records when necessary and returns them to correct location after purpose has been accomplished. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing system. Confirms record integrity and reviews the image quality. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. This position is covered by AFGE bargaining unit. Per the Master Agreement, the Area of Consideration will be: 1st Area of Consideration - Current Facility and CBOC employees; 2nd Area of Consideration - VA Nationwide applicants Work Schedule: Monday through Friday 7:30AM to 4:00PM; subject to change to change based on the needs of the facility. Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD842670 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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, 10/24/2023 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 4 in the normal line of progression for the occupation in the organization. Examples of general experience would typically include, but are not limited to: Experienced to communicate properly to coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical and administrative team members. Must have experience in standard formats, forms, grammar, spelling, capitalization, and punctuation to perform a wide variety of record keeping, correspondence, and tracking operations. Experience in medical terminology and major anatomical systems, as well as facility- specific terms and abbreviations is necessary for review of documentation prior to processing. Experience in the VA Medical Center's scan and file systems and procedures to properly scan items into patient's medical files and retrieve information. Thorough understanding of the facility's automated and/or manual record systems is necessary to properly index and scan information into CPRS.) OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have Substitution of 2 years above high school education. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school (TRANSCRIPTS REQUIRED). OR, Combination: Applicants may also combine education and general experience to qualify at this level. You must have a combination of general experience and education beyond high school. You will be rated on the following Competencies for this position: Information ManagementOrganizational AwarenessProblem SolvingTechnical 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. Work Environment: The work area is usually an adequately lighted, heated, and ventilated office/medical facility setting. Paper dust and paper cuts may be encountered when working with paper health records. The work environment involves everyday risks of discomforts that require normal safety precautions. 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 GV Sonny Montgomery VAMC 1500 East Woodrow Wilson Drive Jackson, MS 39216 US
• Name: April Hightower
• Phone: 228-337-7346
• Email: [email protected]