This position is located in the Health Information Management Section (HIMS) under Patient Business Service (PBS). The primary duty of this position is to serve as a work leader in the File Room/Scanning Unit of HIMS at the Cincinnati VA Medical Center.

Duties

Major Duties: Serves as the Lead File/Scanning Clerk, leads seven (7) GS-4 File/Scanning Clerks, responsible for the control of a large volume of patients' medical record scanning, ensures that assignments are carried out, by performing a wide range of duties. Ensures work is disseminated appropriately and notifies supervisor of any backlog. Maintains workload and productivity reports for the unit. Performs duties related to the receipt, scanning, indexing, and destruction of non-electronic health and administrative information for the File Room/Scanning Unit. The employee will interface with personal computer (PC) applications, as well as numerous Electronic Health Record or VISTA applications. The employee must be flexible in order to undertake a variety of miscellaneous duties assigned by the Supervisor. Delineates workflow among employees so that it is evenly distributed. Adjusts work assignments as needed to cover peak periods, leaves, and vacancies. Prioritizes work to assure completion of scanning within specified times. Ensures work is disseminated appropriately and notifies supervisor of any backlog. The employee must be flexible in order to undertake a variety of miscellaneous administrative duties. Resolves simple, informal complaints of employees referring others to the supervisor. Informs employees of available services and employee activities. Reports to supervisor on performance, progress, and training needs of employees and on potential disciplinary actions. Promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. Provides supervisor with suggestions as requested concerning promotions, reassignments, recognition of outstanding performance, and personnel needs. Identifies and recommends needs regarding future staffing, equipment, and space. Promotes a positive image of this Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respect. Responds to customers' needs 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 coworkers when needs arise. Performs other duties as required. Work Schedule: Monday through Friday, 8:00 A.M. to 4:30 P.M. Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD914270 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. 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: Ability to lead others and to accomplish the work of the scanning and file unit by setting priorities, coordinating work and refer unusual situations to the supervisor, knowledge of electronic filing systems, procedures, flow of medical records and Medical Center Policies, knowledge of filing sequence of both administrative and medical records, experience with word processing software, spreadsheets, graphics software, experience formatting letters, reports and memoranda; knowledge of Health Insurance Portability and Accountability Act (HIPAA), practices and guidelines, ability to utilize scanning and imaging software systems such as the Veterans Health Information & Technology Architecture (VistA), and experience with patient records systems. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4-years above high school leading to a bachelor's degree with courses related to the occupation (transcripts required) OR, Combination: Applicants may also combine education and experience to qualify at this level. Only education in excess of the first 60 semester hours of a course of study leading to a bachelor's degree is creditable toward meeting the specialized experience requirements. Two full academic years of study, or 60 semester hours beyond the second year, is equivalent to 1 year of specialized experience. You will be rated on the following Competencies for this position: Accountability Quality Assurance Administration and Management Leadership Clerical 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 form various files. There is occasional lifting and carrying of such items as record 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 Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Kelly Webb
• Email: [email protected]