This position is located in the Health lnformation·Managernent Section (HIMS). The unit is responsible for maintenance, control, and protection of patients' health information, paper or electronic, for efficient patient care, reference service, retrieval of information and material, and related activities to ensure proper dispatching, scanning, archieving and perpetualization of records.

Duties

The lead scanning clerk is responsible for scanning, storage and retrieval of electronic and paper records as well as other clerical duties associated with receipt, retrieval, retention, protection, control, maintenance, guardianship, disposition, destruction, scanning, indexing and related activities to ensure proper dispatching and perpetualization of records in an alpha-numeric nine-digit file system. Position is under Health Information Management within the Business Office, working in the Medical Record File Room. Also makes work assignment to special employment program employees such as Compensated Work Therapy, National Industries for Severe Disabilities (NISH), work study and volunteers. Makes assignments which are equitable among employees. Formulates and issues written instructions, procedures and special instructions for non-routine or complex assignments or to clarify published guides. Maintains training program of all new and experienced employees; spot checks work to assure accuracy in quantity and quality; provides input to supervisor regarding employee performance; adjusts schedules as needed and participates in interviewing and selection of applicants for positions with the file unit. Prepares record availability reports, reports of highlights of the file room operation; develops new procedures and modifies existing one relative to changes in directives or work flow. Monitors files for misfiling, recharges, appearance, lab filing and safety hazards. Functions as team leader for scanning clerks, leading team efforts in the development, implementation, and/or evaluation of program or project responsibilities. Communicates to the team the assignment, project, problem to be solved, actionable events, milestones, and/or program issues under review, and deadlines and time frames for completion. Coaches the team in the selection and application of appropriate problem solving methods and techniques, provides advice on work methods, practices and procedures, and assists the team and/or individual members in identifying the parameters of a viable solution. Work Schedule: Monday through Friday 7:45 am to 4:30 pm 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. Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk/PD071420 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. 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. Candidates 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 nontemporary competitive appointment. 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. Specialized experience includes but not limited to: 1) Knowledge of multiple systems and current computer technology regarding imaging applications. PC Fax applications. and numerous VISTA applications; 2) Utilizing computer skills to carry out duties associated with transferring information and maintaining a record request tile; 3) Knowledge of the VA Medical Center's file systems procedures/flow of medical records and medical Center Policies to properly coordinate the informational needs of team members; 4) Communicating effectively to internal/external customers; and maintaining confidentiality of patient/employee information; 5) Thorough working knowledge of the contents, arrangement, and filing sequence of both medical and administrative records' procedures in order to properly index and scan information into VISTA imaging; 6) Knowledge of policies and retention of records and procedures for preparing files for retirement; 7) Knowledge of basic medical terminology in order to file material in the medical records. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable for this position. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic 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. NOTE: Transcripts must be uploaded with your application. (TRANSCRIPT IS REQUIRED) OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semester hours that is creditable toward meeting the one-year of specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of experience. To compute, determine the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determine the applicant's education as a percentage of the education required for the grade level; then add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for that grade level. (TRANSCRIPT IS REQUIRED) You will be rated on the following Competencies for this position: ClericalEducation and TrainingLeadershipPlanning and Evaluating 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 generally requires prolonged standing, walking and bending to perform required filing and searching duties. The work involves considerable walking, standing, stooping, bending, kneeling, sitting, reaching, pulling and pushing of records on the shelves. etc., in searching and retrieving various file containers. There is occasional lifting and carrying of such items as record boxes and bulky files. There is climbing, standing and bending on a two-step stepstool to pull medical records from file shelves, as well as extended sitting when scanning and indexing documents. Employee handles and carries medical record files weighing under 50 pounds and walks, pushing carts weighing up to 120 pounds, in the immediate work area and throughout the hospital as necessary. It involves delivering records to various clinics and locations through out the medical center, which requires standing, walking or climbing stairs up to 90% of the time. The incumbent is expected to perform these duties without difficulty. Must have good eye-hand coordination. 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 James H Quillen VA Medical Center Corner of Lamont Street and Veterans Way Mountain Home, TN 37684 US
• Name: Adrienne Harris
• Email: [email protected]