The incumbent is assigned to the Health Information Management Section, under the Business Office Service, at the Columbia VA Health Care System. The position serves under the direct supervision of the Chief, Health Information Management. The incumbent supervises the file clerks and scanning staff, to include the Scanning Team Leader, in the performance of scanning/importing/indexing medical records and all other relevant duties in Health Information Management Section.

Duties

Major duties include but not limited to: Responsible for document importation and scanning. Oversees employees tasked with receipt, intake and indexing of health and administrative information for VistA document scanning in both centralized (File Room) and decentralized areas (ward areas and clinic areas of the main facility and at all Community Based Outpatient Clinics, CBOCs). Utilize established CPRS business rules, rectifying scanning errors such as documents inadvertently scanned under the incorrect patient's record to preserve the integrity of the medical record. Ensures that Non-VA reports are carefully researched and meets the criteria for those documents that have been approved for scanning in accordance with VHA Handbook 1907.07, Medical Center Memoranda (MCM) and other regulatory guidelines. Coordinates all training for HIMS, designated clinic and ward staff at the main facility and all CBOCs. Assists in developing and/or revising document scanning policies. Serves as the contact individual for centralized and decentralized staff assigned to perform scanning tasks. Successfully establishes monitors and performs reviews on a selected sample of scanned documents, in accordance with the local MCM, VHA Handbook 1907.07, and other regulatory guidelines. Ensures that the following additional File Room activities are accomplished in an efficient and timely manner: record retrieval through paper and electronic means for patient care and administrative reviews/research, filing of VA medical and administrative reports and those from Non-VA sources, paper and electronic filing of records, transfer of medical records, release of information to other VA facilities, and record retirement and purging in accordance with RCS 10-1. Supervises the proper filing of all new and returning records and miscellaneous medical and administrative material received. Conducts extensive searches for consolidated health records when the initial and follow-up searches by file room staff have proven unsuccessful. Leads the ongoing process of inactive records retirement to the Federal Record Center and when doing so abides by NARA regulations (RCS 10-1). Assists in various aspects of data validations by use the VistA applications, using VistA and other applications to validate record availability statistics. Interviews and recommends selections for all new file room employees, work study students, Non-Pay candidates and is responsible for orienting, training said employees. Ensures workload and productivity reports are maintained for use in evaluating quantity and quality requirements, as well as for timeliness. Trains employees; notifies them of any deficiencies in work production. Resolves complaints of employees and confers with the Chief, Health Information Management for unprecedented and complicated matters, as appropriate. Responsible for attendance and leave records, as well as approving and disapproving leave requests in a timely manner. Receives and initiates communication via telephone, written, electronic mail, etc., with VA administrative and clinical staff, Veterans, VA Regional Offices, the VA Health Eligibility Center, Veterans Benefit Administration, and other interested parties, regarding the retrieval, indexing, and removal of documents entered into CPRS/VistA, system processes, etc. Performs other related duties as assigned. Work Schedule: Monday through Friday; 8:00am - 4:30pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: File Supervisor (OA)/PD020700

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/05/2024. 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-6 position you must have served 52 weeks at the GS-5. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 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 supervise/lead others in order to accomplish the work of the scanning and file unit; ability to resolve personnel issues, using established VA regulations and other regulatory guidelines, and accomplish all administrative and operational duties of maintaining a work unit; possess a solid knowledge of multiple systems and current computer technology regarding imaging applications, PC Fax applications, and numerous VISTA applications; utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file; be conscientious regarding the confidentiality of the variety of material that will be handled; and possess the knowledge of filing sequence of both administrative and medical records is necessary to properly index and scan information into VISTA. Typing Requirement: This position requires a typing proficiency of 40 words per minute. You will be rated on the following Competencies for this position: CommunicationLeadershipManaging Human ResourcesQuality AssuranceStandardsTeaches 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. Physical Requirements & Work Environment: The work involves considerable walking, standing and bending in searching form various files. There is occasional the need to safely lift and carry items such as record boxes and bulky files. Work is performed in a fast-paced professional setting. 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

There is no educational substitution at this grade level.

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
• Email: [email protected]