Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Controls all information arriving and leaving the Medical Record File Unit. Knowledge and ability to process requests for health/administrative information presented in person, by mail, fax, telephone, or E-mail. Interface with personal computer (PC) applications as well as numerous VISTA and CPRS applications including Doc Manager.

Duties

Major Duties: Perform the receipt, intake scanning, indexing, quality control, destruction, and transfer of health and administrative information. Use both terminal digit and alphabetic filing systems. Perform a variety of record keeping, correspondence, and document tracking. Perform timely filing, retrieval, and clerical duties associated with retention, maintenance, disposition, guardianship and control of health records. Confirm record integrity and review the image quality in the imaging display program. Remove paper clips, staples, tape, etc. prior to scanning. Review documents for appropriate scanning criteria (e.g., completeness; organized). Use approved secure processes for transferring, mailing, and destroying documents. Follow scanning procedures established by directives, handbooks, facility policies, standard operating procedures, and training materials. Ensure necessary medical/administrative information is integrated into the medical record. Use office machinery such as scanners, copiers, and other office equipment. Maintain confidentiality of all records and ensure health records are maintained in a secure manner. Utilize a computer, software programs associated with record keeping and scanning, and multiple databases. Scan documents electronically associated to each specific patient or note in the associated database. Utilize a medical record tracking system to ship records to other medical facilities as requested. Follow established policies and guidelines to access computer codes and protect customer confidentiality. Communicate with other administrative and clinical staff to locate/obtain health records. Assist staff in understanding nomenclature and indexing terms. Notify supervisor when images are scanned into the wrong patient record, note, or indexed incorrectly. Use and understand medical terminology and major anatomical systems, medical facility terms, and abbreviations. Other duties as assigned. Work Schedule: 8am-4:3opm, Monday-Friday Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD01115A Relocation/Recruitment Incentives: Not Authorized 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, 11/05/2024. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of general experience. Examples of general experience would typically include, but are not limited to: knowledgeable of multiple systems and current computer technology regarding imaging and scanning applications, knowledge of medical record file systems, procedures, record retention, and procedures relating to the transfer and other disposition of hard copy records, basic knowledge of regulations governing the release of information, knowledge of the flow of health information and the retrieval of health information both within its section and throughout outpatient facilities, and knowledge of the functions performed within the units services to determine the subject matter of diverse types of records information, correspondence, and forms for filing and scanning purposes. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above high school. Transcripts Required. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of general experience and education beyond high school. Transcripts Required. You will be rated on the following Competencies for this position: Clerical Attention to Detail Information Management Computer Skills Communications 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: 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/.

Note: If your school has changed names, or is no longer in existence, you must provide this information in your application.

Contacts

• Address George H O'Brien Jr VA Medical Center 300 Veterans Boulevard Big Spring, TX 79720 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]