File Clerk - Veterans Affairs, Veterans Health Administration

Summary This position is located in the Community Care Department of the Chief Of Staff's Office located at the VA Medical Center, Huntington, West Virginia. This position is administratively located under the direct supervision of the File Room (CITC file clerk) Supervisor. Responsibilities MAJOR DUTIES AND RESPONSIBILITIES: This position is responsible for carrying out a variety of health information functions. The incumbent performs duties related to the receipt, scanning, indexing, and destruction of health and administrative information. The incumbent will interface with personal computer (PC) applications as well as numerous VistA applications. In this regard, the incumbent will index each scanned document into a SQL database which will be accessed via CPRS (Computerized Patient Record System) and GUI tools, then associate each scanned document with the correct patient's CPRS record, the appropriate TIU document, assign the appropriate document-named nomenclature, and electronically "sign on chart" scanned documents. A qualified typist is required. When records are received, the incumbent will ensure that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS) through the PC scanning software and hardware. The incumbent must index this information using PC/VistA Imaging application bridges. After the scanning and indexing process is complete, the incumbent will confirm information interchange by communicating with clinical and administrative team members. The incumbent will maintain a daily productivity log of scanning and indexing activities. The productivity log will be provided to the Chief of Community Care as requested. The incumbent is responsible for tracking, retrieving and performing follow-up activities on health records. Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care. Communication skills are required to properly coordinate record transfers, record follow-up, and record scanning, and indexing functions with clinical team members. Sorts loose health record documents received daily, scan and indexes materials accordingly on a timely basis and within established guidelines; and makes the proper disposition of documents for unavailable records. The incumbent must be flexible in order to undertake a variety of miscellaneous duties not limited to, but including; requesting reports from community providers and answering the phone as assigned by the Chief of Community Care or Deputy Chief of Staff. The accuracy of entering/capturing workload and assuring the completeness of health records are critical components of this position. The incumbent is responsible for following all occupational health, fire, and safety instructions during the performance on the job and movement throughout the facility. The incumbent is responsible for informing the supervisor of any conditions or practices considered to be unsafe or fire hazard. The incumbent is responsible for ensuring the security of the ADP system by maintaining the confidentiality of patient information and by exiting (logging off) VistA when leaving the terminal. The employee's behavior must reflect the dignity and respect each patient, visitor, and fellow employee deserves and should expect. In this regard, the incumbent is responsible for interacting with others in a manner that fosters favorable relations as set forth in the facility policy on human relations. Work Schedule: Monday - Friday / 8am- 4:30pm Telework: Ad-Hoc Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD19003A Relocation/Recruitment Incentives: No Critical Skills Incentive (CSI): No Permanent Change of Station (PCS): No "Whole Health is an approach to health care that empowers and equips people to take charge of their health and well-being and live their life to the fullest. The VA is committed to Whole Health and values Veteran and Employee health and wellbeing. As a VA employee, you will practice Whole Health in an environment that supports personalized and proactive care." Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2024. 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-04 position you must have served 52 weeks at the GS 3. 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 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: using computer technology and procedures to image, scan, and fax various applications for storage in medical records AND applying knowledge of Federal filing systems. 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 specialized experience and education beyond Associates degree. You will be rated on the following Competencies for this position: Communications Planning and Evaluating 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. 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/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.