The position serves as the Lead in the File Room/ Scanning section of Health Information Management Section (HIMS) in the Health Administration Service (HAS) at the Salisbury VA Medical Center, Salisbury, North Carolina.

Duties

Duties include, but may not be limited to the following: Performs duties related to the receipt, scanning, indexing, retirement, and destruction of non-electronic health and administrative information for the File Room/Scanning Unit interfacing with personal computer (PC) applications, as well as, numerous VISTA applications. The Lead File Room/Scanning Clerk employs knowledge of the VISTA IMAGING Scanning software in order to program information into the system, utilize options to extract information, assist co-workers and customers in understanding correct procedure for using the system, and to orient and train other Scanning Clerks in the use of the system. Ensures 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, conducts random quality audits to ensure integrity of scanned images. After all information is received and properly indexed, ensures all files are destroyed or filed in accordance with the VHA Retention Control Schedule, RCS 10-1. Maintains workload and daily productivity reports and logs of file room and scanning/indexing activities which will be provided to the File Room/ROI Supervisor and/or Chief Health Information Management (CHIMS). Also a scanning database will be maintained on text paper documents. Conducts 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. Sort's loose medical record documents received daily; scans and indexes materials accordingly, on a timely basis and within established guidelines; and makes the proper disposition of documents. Promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved. Assists Supervisor and CHIMS 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 Department, JCAHO and other reviewing organizations. Distribute and balance the workload among employees in accordance with established work flow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. 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. Performs monthly spot checks on work performance and productivity for scanning, file clerk duties, and record retirement reporting findings to Supervisor and CHIMS. Work Schedule: Monday - Friday 8am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk (OA)/PD016130 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/08/2024. 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: is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have ): Successful completion of four (4) years of education above the high school level in any field. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate 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: Applicants may also combine education and experience to qualify at this level. You must have a combination of successfully completed post high school education and experience may be used to meet total qualification requirements. You will be rated on the following Competencies for this position: Customer Service (Clerical/Technical)Decision MakingLearningReadingTechnical CompetenceWriting 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 primarily sedentary; however, there may be lifting and carrying of bulky records and/or boxes, usually not exceeding 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 WG Bill Hefner Salisbury VA Medical Center 1601 Brenner Avenue Salisbury, NC 28144 US
• Name: Monica Busanet
• Email: [email protected]