This position will serve as a Lead File Clerk in the Scanning Unit, Care In the Community (CITC) Service of the Central Texas Veteran Healthcare System (CTVHCS) for nine File Clerks as well as serving as a subject matter expert for the health care system at large. These duties are carried out throughout the CTVHCS.

Duties

Major Duties as Assigned, but not limited to: 25% Team Leader Responsibilities Distribute and balance the workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. Inform employees of available services and employee activities. Monitor working conditions such as seating, ventilation, lighting, safety, etc. Approve leave for a few hours or for emergencies; (* At Supervisor's discretion) Instruct employees in specific tasks and job techniques and make available written instructions, reference materials and supplies. 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. Amend or reject work not meeting established standards, refer to supervisor questions or matters not covered by standards and problems in meeting performance standards. Resolve simple, informal complaints of employees and refer others to supervisor. Report to supervisor on performance, progress and training needs of employees, and on behavior problems. Provide information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. 75% Scanning and Medical Records Ensures established priorities are followed and that each file clerk and PSA have an equitable workload. Reports to Supervisor on training progress of employee(s) and on disciplinary problem(s) as well as recognition of noteworthy performance and personnel needs. Instructs and trains new employees on task and job techniques. Provides guidance and makes File Room written procedures available to all employees. Serve as a resource for answering questions regarding patient documentation inquiries, scanning practices, medical record volume tracking as well as other requests regarding policies and standard operating procedures for documentation and records control. Responds to customers' needs in a positive and professional manner. Perform scanning document duties in support of the File Room workload contingency in case of backlog. Interface with personal computer (PC) applications as well as numerous VistA and CPRS applications. Identifies and recommends needs regarding future staffing, equipment, and space. Performs daily quality reviews of scanned documentation to ensure VHA policies and standard operating procedures are followed. Pull medical records requests from individuals or departments conducting research, medical review, release of information and other special projects deemed appropriate by Supervisor, medical record file room, by pulling and charging out the records in Medical record tracking system. Ensure all medical records returning to the file room are checked into the computerized record tracking system and filed on the shelf in sequential terminal digit order daily. Ensure prompt delivery and pickup of medical records on a daily basis to/from designated areas. Work Schedule: Monday-Friday, 8AM-4:30PM, or ,7:30AM-4:00PM 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. Position Description/PD#: Lead File Clerk/PD00172O 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, 12/23/2024. 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 distribute and balance the workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of the assigned workload. 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. Coordinate, distribute and balance workload among File Clerks according to workflow, resolve routine problems related to scanning, indexing, filing, refilling and retrieval of patient documentation and other duties assigned by the Supervisor. Perform duties related to the receipt, scanning, indexing, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record in the Computerized Patient Records System (CPRS) and filing of health and administrative information in the Consolidated Health Record. Perform audits to ensure established filing polices are adhered.. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years above high school. (TRANSCRIPT REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below. You must have an combination of specialized experience and education in excess of 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. (TRANSCRIPT REQUIRED). You will be rated on the following Competencies for this position: CommunicationComputer SkillsCustomer ServiceTechnical 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 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: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 VA Central Texas Health Care System 1901 Veterans Memorial Drive Temple, TX 76504 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]