The position is at the full performance level and is located in the Department of Veterans Affairs, Veterans Health Administration, at the Greater Los Angeles VA Medical Center in the Health Administration Service, Health Information Management (HIM) section. The incumbent serves as the Lead Scanning Clerk for the Health Information Management File Room/Scanning Unit. The Lead Scanning Clerk leads GS-4 Scanning Clerks. Position will serve as work leader in the Scanning Unit of HIMS.

Duties

Leader Duties The incumbent leads 5 File Clerk GS-305-4 employees and is responsible for ensuring that the work assignments of the other employees of the team are carried out by performing a range of duties such as: 1. Distribute and balance the workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. 2. Keep in touch with the status and progress of work and make day- to- day adjustments in accordance with established priorities. 3. Estimate and report on expected time of completion of work and maintain records of work accomplishments and time expended. 4. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. 5. Give on the job training to new employees. 6. Check on work in progress or spot check work not requiring review, and review completed work to see if instruction on work methods, and deadlines have been met. 7. Amend or reject work not meeting established standards. 8. Approve leave for a few hours or for emergencies. 9. Report to supervisor on performance, progress, and training needs of employees, and on behavior problems; and 10. Provide information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. Non-Leader Duties 60% The incumbent serves as the Lead File/Scanning Clerk. The Lead Clerk leads 10 GS-4 File/Scanning Clerks. Incumbent serves as Acting Supervisor, File/Scanning Unit during periods of absence. The incumbent will ensure that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software. After the scanning and indexing process is complete, the incumbent will conduct random quality audits to ensure integrity of scanned images. The incumbent will assist with the daily productivity tracking of scanning and indexing activities. Reports will be provided to the Supervisor of the file room/scanning unit. Also, a scanning database will be maintained on paper and electronic documents. The incumbent will 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. Communication skills are required to properly coordinate record scanning and indexing functions with File Room team members. The incumbent must be flexible to undertake a variety of miscellaneous duties as assigned by the Supervisor. Adjusts workflow among employees so that it is evenly distributed. Organizes work assignments as needed to cover peak periods, leaves, and vacancies. Maintains workload and productivity reports for the unit. Performs monthly spot checks on work performance and productivity. Reports findings to Supervisor, Health Information Management File Room/Scanning Unit. Resolves simple, informal complaints of employees referring others to the supervisor. Promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. Assists Chief, Health Information Management Section (or Designee), and Supervisor, Medical Record File Room/Scanning Unit in the performance, completion, and maintenance of accurate and timely monitors to ensure that medical record availability meets or exceeds levels acceptable to the Health Information Management Section, The incumbent will conduct follow-up activities, which require tact and persistence when information is not scanned in a timely fashion. The incumbent is the instructor/trainer for all Scanning personnel. The incumbent must be flexible to undertake a variety of miscellaneous administrative duties. Responds to customers need in a positive and efficient manner. Fully protects the confidentiality of customer information, access to computer files and release of access codes, per established guidelines and policy. Employs a cooperative attitude in interactions with co-workers and supervisors. Regularly and cooperatively assists other co-workers when needs arise. Work Schedule: Monday through Friday 8:00am 4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk (OA)/PD14470O 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, 01/03/2024. 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: Computer SkillsCritical ThinkingCustomer ServiceLead or SuperviseTechnology Awareness 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Greater Los Angeles Healthcare System 11301 Wilshire Boulevard Los Angeles, CA 90073 US
• Name: Matthew Glynn
• Phone: 217-341-1413
• Email: [email protected]