This position is located in the Health Information Management (HIM) Section of Patient Administration Service at the William S. Middleton VA Hospital and Clinics. The file clerk exercises knowledge of the organization, understands and participates in the functions and methodology of the system, and performs duties related to receipt, classifying, marking and distribution of materials for indexing, cross-referencing, storage, and electronic conversion of health and administrative information.

Duties

Document Conversion: Responsible for the accurate electronic conversion of medical documents not amendable to direct entry (i.e. advanced directives, flow-sheets, consents, ICU records, etc.) and numerous medical reports from non-VA facilities, private physicians' offices and internal departments. The file clerk will index each captured/scanned document within the appropriate electronic document management system (EDMS), associate each captured/scanned document with the correct patient's Computerized Patient Records System (CPRS) record, select the appropriate TIU document, assign the appropriate description & nomenclature, and electronically sign scanned documents. The file clerk will open mail, prep records, scan records and index records for fee basis patients in Doc Manager, review records scanned into VistA Imaging for duplicate records, and attach medical records to non-VA/Choice consults. The file clerk will review and research medical reports from non-VA health care facilities making a determination as to which documents are to be scanned, and when necessary, obtain guidance from providers and/or Medical Records Committee's guidelines. When records and reports are received, the incumbent will ensure that all necessary health/administrative information are integrated into VistA through PC scanning software. The File Clerk must index this information using PC/VistA application bridges. Record Maintenance: Combines and/or repairs records as indicated by established guidelines. So as to ensure that records are delivered in satisfactory condition. Prepares files containing medical and administrative records with no activity for three years for record retirement. Responsible for the generation of the computerized scheduled list from Record Tracking (Death Records). Work Schedule: Monday - Friday, 8am - 4:30pm Telework: Ad HOC Position Description/PD#: File Clerk/PD16251A

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/14/2025. 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-04 position you must have served 52 weeks at the GS-03.. 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: General Experience: 1 Year of Progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. Specialized Experience: None . 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. 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. You will be rated on the following Competencies for this position: Analytical ReasoningComputer SkillsCustomer Service (Clerical/Technical)Technical 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 mostly sedentary; however, some bending, stretching, walking, and lifting are required. Boxes of records weighing up to 50 pounds must be packaged and lifted for shipment. 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 William S Middleton Memorial Veterans Hospital 2500 Overlook Terrace Madison, WI 53705 US
• Name: Azalea Cadle
• Phone: 6129462196
• Email: [email protected]