The incumbent serves as the Supervisor of the Medical Records Scanning Unit of the Health Information Management Section (HIMS) under Patient Business Services (PBS) at the Cincinnati VA Medical Center, and supervises the staff responsible for scanning documents into the electronic medical record, as well as administrative documents into VistA Imaging in compliance with the Veterans Health Administration (VHA) policies, and Joint Commission standards for paper and electronic medical records.

Duties

The Cincinnati VA Medical Center is a two-division campus located in Cincinnati, Ohio and Fort Thomas, Kentucky serving 15 counties in Southwest Ohio, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH. Cincinnati VAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division. Major Duties: 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. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner. 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 Lead 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. 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. Demonstrates consistently the ability to provide direct supervision to staff in a positive manner. Encourages participation of staff in problem identification and resolution. Takes prompt action to reward for good performance and takes timely corrective action on performance and conduct problems. Assures disciplinary actions are thoroughly researched and approved before action is taken. 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, Chief HIM, or designee. Ensures that Scanning QA procedures are in compliance with facility and national policies. Provides and directs customer service. Prepares and conducts training for subordinates of proper service to patients, providers, medical and administrative staff. Provides supervisory and/or technical assistance to employees regarding creation, maintenance, and disposition of medical records. Ensures that Lead provides continuous training to staff to ensure that all programs are operating in a timely and efficient manner. Ensures that Lead communicates to unit employees what is expected, advises them of necessary changes, and provides continuous feedback of strengths and weaknesses of their work. Incumbent provides same feedback to Lead. Creates a positive, safe atmosphere which encourages the exchange of information and ideas within the unit and with other sections and services throughout the Medical Center. Interacts with patients, co-workers, supervisors and visitors to the Medical Center, displays a caring, helpful attitude and a willingness to be of assistance in resolving issues of concern. Work Schedule: Monday - Friday (8am - 4:30pm) Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD915030 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, 12/14/2023. 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 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: Skilled in record retrieval, record tracking, scanning/importing, ability to ensure purging and retirement of records are processed in a timely manner; experience ensuring correspondence and medical record documents received in the unit is properly scanned/imported in the patients' medical records; experience providing direct supervision/guidance to staff; ability to maintain a safe work environment and adhering to required safety procedures NOTE: Experience must be fully documented on your resume and must include job title, duties, month & year starting and ending dates AND hours worked per week. 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, work may involve walking, bending, or picking up and delivering mail. There may be upper body movement, involving the use and movement of the shoulder joints, arms, wrists, and hands, when moving files or handling mail. There may be lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for delivering mail. 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 Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Bradley Schultz
• Email: [email protected]