This position is located in the Mid-Atlantic Health Care Network (VISN-6), at the Salisbury (NC) VA Medical Center in the Health Administration Service (HAS). It is administratively located under the supervision of the Health Information Management Section. 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

Duties to Include but are not limited to: Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Assists with the control of all information arriving and leaving the file room. Interfaces with personal computer (PC) applications as well as numerous Veterans Health Information Systems and Technology Architecture (VistA) applications. In this regard, the incumbent indexes each scanned document into a Structured Query Language (SOL) database which is accessed via CPRS (Computerized Patient Record System) and Graphical User Interface (GUI) tools; then connects each scanned document into the correct patient's CPRS record. Responsible for completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. Correctly indexes all documents imported from other devices or sources, including pdf , tiff, jpeg files, etc. in VistA Imaging. Reviews paper documentation for authentication in handwritten and electronic format and verifies that each document contains two patient identifiers, legibility of document and completeness (all pages indicated are present). Reviews scanned document in CPRS and VistA Imaging Display to ensure image captured is an exact replica of the original document (this includes size of the document). Sorts loose health record documents received daily, scans and indexes materials accordingly on a timely basis and within established . guidelines; scans Advance Directives, when indicated, Power of Attorneys (PoA), state authorized portable orders (SAPO) and Guardianship documents. Scans and indexes according to medical center policies; writes and electronically signs appropriate note; and makes the proper disposition of documents for unavailable records. Confirms information exchange by communicating with clinical and administrative team members. Analyzes and researches numerous and varied medical and administrative reports received from non-VA health care facilities when making a determination as to how these documents are to be indexed. When necessary, obtains guidance from Chief, Health Information Management, direct Supervisor, or designee. Maintains a daily productivity spreadsheet of scanning and indexing activities. Responsible for tracking, retrieving and performing follow-up activities on health records. Responsible for documentation of follow-up activities. Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning. Introduces and 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. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Notifies the supervisor when images are scanned into the wrong patient's record are indexed incorrectly or are corrupted. Adhere to established productivity and performance standards. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD014800 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. 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. Candidates may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non-temporary competitive appointment. 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, as required by the announcement. 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-03 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of filing sequence of both administrative and health records is necessary to properly index and scan information into CPRS. Knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistaA Imaging, Document Storage Systems- Release Of Information (DSS ROI), MyHealtheVet, Outlook, Word and Access in order to properly scan items into patient's medical files and to retrieve information. Knowledge and ability to process requests for health/administrative information presented in person, by mail, fax, telephone, or email in order to complete tasks in a timely manner. Ability to communicate respectfully and tactfully to properly coordinate record transfer, record follow-up, record scanning, and record indexing functions with clinical team members. OR, Substitution of Education for Experience: Possess two (2) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. 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 Education and Experience: Applicants may also combine education and experience to qualify at this level. You must have a combination of general experience and education beyond high school. (Example: 6 months Specialized Experience & 1 year of education above high school), NOTE: If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation AND experience must clearly documented.You will be rated on the following Competencies for this position:Customer Service (Clerical/Technical)Decision MakingReadingTechnical CompetenceWriting 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, some bending, stretching, walking, and lifting Is required.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.

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 WG Bill Hefner Salisbury VA Medical Center 1601 Brenner Avenue Salisbury, NC 28144 US
• Name: Cassandra Brown
• Phone: 804-675-5000 X2353
• Email: [email protected]