The Lead File Clerk perform work in the Scanning Unit, Care in the Community (CITC) Service of the Central Teas Veteran Healthcare System (CTVHCS). The incumbent perform duties managing nine File Clerks, as well as serving unit leadership, by retrieving, scanning, indexing, filing, quality assurance, workload distribution and maintenance of the consolidated health record, both administrative and medical in hard copy form and electronically.

Duties

Team Leader Responsibilities (25%) Leaders are responsible to their supervisors for ensuring that the work assignments of the other employees of the team are carried out by performing a range of duties such as: 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. Keep in touch with the status and progress of work and make day- to- day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly. Estimate and report on expected time of completion of work and maintain records of work accomplishments and time expended and prepare production reports as requested. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. Give on the job training to new employees in accordance with established procedures and practices. Maintain a current knowledge and answer questions of other employees on procedures, policies, directives, etc. and obtain needed information or decisions from supervisor on problems that come up. Check on work in progress or spot check work not requiring review (e. g., filing or direct services) and review completed work to see that supervisor's instruction on work sequence, procedures, methods and deadlines have. been met. Amend or reject work not meeting established standards, refer to supervisor questions or matters not covered by standards and problems in meeting performance standards. Monitor working conditions such as seating, ventilation, lighting, safety, etc. Resolve simple, informal complaints of employees and refer others to supervisor. Report to supervisor on performance, progress and training needs of employees, and on behavior problems; and provide information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel _needs. Scanning and Medical Records (75% Coordinates, distributes and balances workload among File Clerks according to workflow, resolves routine problems related to scanning, indexing, filing, refilling and retrieval of patient documentation Ensures established priorities are followed and that each file clerk and PSA have an equitable workload. Instructs and trains new employees on task and job techniques. Provides guidance and makes File Room written procedures available to all employees. Ensure records are transferred and stored appropriately according to current Records Control Schedule, VHA, and CTVHCS rules and regulations regarding filing and storage of records. Serve as a resource for answering questions regarding patient documentation inquiries, scanning practices, medical record volume tracking as well as other requests regarding policies and standard operating procedures for documentation and records control. Provides guidance and instruction to File employees regarding new or revised procedures and provides detailed on the job training. Performs scanning document duties in support of the File Room workload contingency in case of backlog. Promotes a positive image of CTVHCS with emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and professionalism. Work Schedule: Monday - Friday 7:30am - 4:00pm or 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD00172O 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 all requirements by the closing date of this announcement, 02/20/2024. 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: Formal training or extensive on the job experience to perform Lead requirements to include: knowledge of technical information related to the job and advises others on technical issues; Using computers, software applications, databases, and automated systems to accomplish work; Working with clients and customers (e.g., any individuals who use or receive the services or products, including individuals who work in agency or in other agencies or organizations outside the Government) to satisfy their expectations; Providing information to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years above high school. (TRANSCRIPT REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below. You must have an combination of specialized experience and education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward 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: 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 sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Note: If your school was accredited by the Department of Education at the time of graduation but is no longer listed on the Accreditation: Postsecondary Education Institutions | U.S. Department of Education website, you must provide documentation of accreditation with your application packet.

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 Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]