The position will be located within the Business Office / Health Information Management / Medical Records Unit at the VA Portland Health Care System (VAPORHCS.) This position is located at the VAPORHCS, in Vancouver, WA, but may also be located at one of the supported locations of Portland or the CBOC's.

Duties

The incumbent is responsible for maintaining a complex and extensive electronic filing classification system for the health care systems EMR and is directly responsible for entering data into it for direct and indirect patient care activities. The incumbent follows all policies, Medical Center Memoranda (MCM), and Veterans Health Administration (VHA) directives related to the scanning and importing of documents and records. The incumbent manages the receipt, scanning and importing of documents both internal and external to the health care system. When records are received, the incumbent ensures that all necessary health and administrative information is integrated into CPRS through Veterans Health Information and Technology Architecture (VistA) Image Capture or other scanning hardware, VistA Imaging Display software, and/or vendor software Adobe Pro. The incumbent studies the contents of incoming or electronic documents which concern complex or specialized matters. Materials vary in format and require determinations regarding placement within the EMR. As required, conducts information searches for reference materials or research related to specific programs. Examines materials to identify subject matter, paper and electronic documents are reviewed for authentication prior to scanning, and assigns proper classification from among numerous possibilities. Selects relevant topics for cross referencing and indexing using health information management reference documents. Screens for and separates materials related to special projects and programs which enables correct indexing for care provided both internal and external to VAPORHCS through purchased care. The incumbent sorts a variety of loose and electronic documents daily and scans or imports materials as appropriate. Ensures that scanning is done in a timely manner and within established guidelines. Maintains incoming files in the file room, by date received order. Makes administrative corrections to medical records as needed. Maintains file retention and disposal of files in accordance with VHA and local policy. Identifies, screens, and prepares files for retention and disposal. Provides customers with consistent information per established policies and procedures. The incumbent utilizes a personal computer to retrieve electronic documents and files for importing purposes, performs data entry, compose and edit letters, reports, and memoranda, and transmit and receive e-mail. Protects printed and electronic files. Prioritizes work to meet deadlines. The incumbent is responsible for investigating and correcting problems with records received from within the health care system by identifying and suggesting solutions to problems. Correctly prioritizes information requests and performs follow up activities. The incumbent maintains a good rapport with employees at all levels within the health care system as well as with staff at other VA and healthcare facilities. Work Schedule: Monday - Friday, 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD21339A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet general experience and time-in-grade requirements within 30 days of the closing date of this announcement, 02/15/2024. 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 within 30 days of the closing date of this announcement. For a GS-04 position you must have held at least a GS-2 in the last 52 weeks. 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: General Experience: Applicants must possess 1 year of General Experience consisting of progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. Examples of qualifying experience include but are not limited to: Filing using electronic filing systems and current technology, scanning and importing, imaging applications, researching on materials and knowledge of records management procedures; Utilizes a personal computer to retrieve electronic documents and files for importing purposes, performs data entry, compose and edit letters, reports, and memoranda, and transmit and receive e-mail. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week. OR Education: Applicant may substitute education to meet the Experience requirement if they have successfully completed 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 (Transcript required). Note: 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. OR Combination: Applicant may qualify for this pay grade with an equivalent combination of post-high school education and experience. Only education in excess of 60 semester hours (i.e. beyond the second year) is creditable towards meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (Transcript required) You will be rated on the following Competencies for this position: AccountabilityClericalCustomer Service (Clerical/Technical) 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 requires periods of sitting, standing, walking, bending, stooping reaching, pulling or carrying of light objects such as files. There is occasional lifting and carrying of such items as record boxes and bulky files (under 50 pounds). 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Emily E Hammond
• Phone: 208-422-1000 X4835
• Email: [email protected]