This position is located in the Health Information Management Section (HIMS) of the Business Office, Dorn VA Medical Center and will report directly to the File/Scanning Room Supervisor (or designee). The primary purpose of this position will be to serve as work leader in the Scanning Unit, maintain accessible records and provide efficient service for direct and indirect patient care managing the receipt and scanning of health documents in a timely and accurate manner.

Duties

Major duties include, but are not limited to the following: Serve as the Lead Scanning specialist for the Health Information Management File Room/Scanning Unit. Adjust work assignments as needed to cover peak periods, leaves, and vacancies. Estimate and report on expected time of completion of work and adjust according to priority with assistance from supervisor on any issues that may arise. Ensure work is disseminated appropriately and notify File Room Supervisor (or designee), Assistant Chief of HIMS of any backlog. Maintain workload and productivity reports for the unit. Perform weekly or monthly spot checks on work performance and productivity and report findings to File Room Supervisor (or designee), Assistant Chief or Chief of HIMS. Monitor work conditions, approve leave for a few hours or for emergencies, and resolve simple informal complaints of employees referring others to the supervisor. Inform File Room Supervisor (or designee), Assistant Chief or Chief of HIMS of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. Provide information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. Perform duties related to the receipt, scanning, indexing, and destruction of non-electronic health and administrative information for the File Room/Scanning Unit. Interface with personal computer (PC) applications, as well as, numerous VISTA applications and VA or contractor interfaces for records retrieval and retirement of records. Collect, analyze, and evaluate data at the request of the File Room Supervisor, Assistant Chief, or Chief of HIMS. Ensure loose medical record and administrative documents received daily have been sorted by the scanning clerks; scan and index materials accordingly, in a timely manner and within established guidelines; and make the proper disposition of documents in accordance with the VHA Retention Control Schedule, RCS 10-1. Ensure all necessary health/administrative information is integrated into the Computerized Patient Record System (CPRS) through PC scanning hardware and Vista Imaging software. Maintain a daily or weekly productivity log of scanning and indexing activities. Must be flexible in order to undertake a variety of miscellaneous duties as assigned by the Supervisor, Assistant Chief or Chief of HIMS. Serve as Acting Supervisor, Health Information Management File Room/Scanning Unit, during periods of absence of the File/Scanning Room Supervisor. Perform other duties as required. Work Schedule: Monday through Friday, 8:00am - 4:30pm Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk (OA)/PD01118-0 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): 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, 03/14/2024. 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-5 position you must have served 52 weeks at the GS-4. 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-4 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 medical record; knowledge of Microsoft Office (Word, Excel) software programs; knowledge regarding the confidentiality of the variety of material that will be handled and working knowledge of a legal and specialized vocabulary in order to understand the needs to cross reference with various classifications. 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 of education above high school. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of successfully completed post high school education and specialized experience directly related to the work of the Lead File Clerk position which may be substituted to meet the experience requirements for this position. For GS-5 level positions, only education in excess of the first 60 semester hour (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. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. Typing Requirement: This position requires a typing requirement of 40 words per minute. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Managing Human ResourcesQuality AssuranceTeaches Others 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. Preferred Experience: Experience with Medical Record Scanning, knowledge of Microsoft Applications. Physical Requirements & Work Environment: The work involves considerable walking, standing and bending in searching from various files. There is intermittent lifting and carrying of such items as record boxes and bulky files. There is occasional sitting for long periods of time to scan documents in the CPRS/VISTA system. Work is performed in an office setting in Health Information Management Department within the Medical Center. 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 Columbia VA Health Care System 6439 Garners Ferry Road Columbia, SC 29209 US
• Name: Christen Watson
• Phone: 404-694-2114
• Email: [email protected]