The position will be located within the Business Office/Medical Records Unit at the VA Portland Health Care System. The Lead/Quality Assurance File Clerk assist the facility Medical Records Supervisor with evaluating the quality, adequacy, and appropriateness of medical records administration within the Medical Records Section of the Business Office.

Duties

This assignment requires knowledge and skill sufficient to solve complex problems related to medical records administration within the Medical Records Section of the Business Office, by changing or adapting established methods, making significant departures from previous approaches to solve similar problems, revising procedures to improve or extend information gathering, and testing, changing, or adapting new methods to meet regulatory requirements. Comprehensive knowledge of the interrelationships between the medical records management program and other medical care services is used to evaluate and change or adapt new procedures to meet changing regulatory requirements and changing health care practices. The incumbent is a vital part of the Medical Records Unit and serves with little supervision. Duties include, but may not be limited to the following: Performs daily standardized tasks that involve scanning, data importing, production and audits. Primary timekeeper for the Medical Records Unit. Identifies, coordinates, and administers mandatory training and educational opportunities. Sets, implements, and monitors an internal quality assurance program. Determines quality control measures needed, selects controls appropriate to monitor problems, conducts quality control reviews, evaluates results of quality control procedures, and implements corrective actions. Conducts special studies to examine specific problems. Recommends new or improved methods to enhance the reliability of procedures and the effectiveness of the medical records program. Analyzes emerging trends in medical records administration and applies expertise to improve medical records management. Contributes to the development of agency medical records policies. Assists in the execution of major program or procedural changes for various aspects of the program. incorporates new developments into the medical records program. Directs proactive measures across the facilities where complexities such as high patient turnover, staffing problems, or similar difficulties may be present, in addition to providing information and training on the most current protocols. Access the Archived Record Retrieval and Return System. Leader in turning paper into a more manageable and accessible format for all patient services in Portland, Vancouver and CBOCs. Administrative duties may include creating, copying, editing, calculating, revising, retrieving and printing a diverse assortment of documents. Collects and prepares the updates to the Medical Center Memoranda that derive from facility policies when applicable. Mitigate details of the workflow of the medical records scanning staff at both campuses. S/he acts independently to meet unit deadlines and objectives. Distributes and balances the workload among staff to ensure timely processing. Reports on expected time of completion of work and maintains records of work accomplishments and time expended. Prepares production reports as requested. Instructs employees in specific tasks and job techniques. Provides on the job training to new employees. Maintains current knowledge on procedures, policies, directives, etc. Amends or rejects work not meeting established standards. Refers to the supervisor questions or issues not covered by standards and/or problems in meeting performance standards. Monitors working conditions such as seating, ventilation, lighting, safety, etc. Resolve simple informal complaints of employees. Reports to the supervisor on performance, progress and training needs of employees and reports on behavior problems. Provides advice and help to management on medical records requirements and standards. Conducts evaluations of departmental activities. Reports discrepancies and trends for action. Participates on hospital committees which address medical records, quality assurance, and utilization review. Keeps current on applicable new technologies. Research, decipher, track, process and analyze data for decision and management purposes. Abstracts and compiles data from daily employee reports, postal letters, emails, meeting notes, and instructive conversations. Work Schedule: Monday - Friday, 7:30am - 4:00pm Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk (OA)/PD214880 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 time-in-grade requirements and specialized experience within 30 days of the closing date of this announcement, 11/18/2024. 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-05, applicants may be advanced without time restriction to positions up to GS-5 if the position to be filled is no more than two grades above the lowest grade the employee held within the preceding 52 weeks under his or her latest non-temporary competitive appointment. For this position, applicants must have held at least a GS-03 level position. 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. 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: working with medical records, scanning, addressing problems and providing solutions related to medical records administration, monitoring and screening all incoming documents and uploads to ensure accuracy and efficiency, effective communication with various customers, experience as a primary timekeeper, provides technical instruction and training to employees on specific tasks and job techniques and distributes and balances the workload among staff to ensure timely processing. Note: Experience must be fully demonstrated and documented on your resume and must include job title, duties, month & year starting and ending dates and hours worked per week. 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 graduation. This education must have been obtained in an accredited business or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite (Transcripts Required). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond the first 60 semester hours (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 (Transcripts Required). Proficiency Requirement: In addition to meeting Specialized Experience the following is required: Typing Proficiency: 40 words per minute typing speed. Applicants may meet this requirement by presenting a certificate of proficiency from a school or other organization authorized to issue such certificates or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. You will be rated on the following Competencies for this position: ClericalQuality AssuranceTeaches OthersTeamworkTechnical Competence 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 places no special physical demands on the incumbent. The work includes sitting, walking, standing, bending, and carrying of up to 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 VA Portland Health Care System 3710 Southwest US Veterans Hospital Road Portland, OR 97239 US
• Name: Suzy Everett
• Phone: 702-817-6811
• Email: [email protected]