Job Description

Summary

The File Clerk/Scanner position is located in the Health Information Management Section (HIMS) of Health Administration Service (HAS) at Carl Vinson VA Medical Center (CVVAMC) in Dublin, Georgia. This position is administratively located under the direct supervision of the HIMS Chief. The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents timely.

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Overview

* Accepting applications

* Open & closing dates

02/09/2024 to 02/19/2024

* Salary

$35,373 - $45,982 per year

* Pay scale & grade

GS 4

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Location

1 vacancy in the following location:

* Dublin, GA

* Remote job

No

* Telework eligible

No

* Travel Required

Not required

* Relocation expenses reimbursed

No

* Appointment type

Permanent -

* Work schedule

Full-time -

* Service

Competitive

* Promotion potential

4

* Job family (Series)

0305 Mail And File

* Supervisory status

No

* Security clearance

Other

* Drug test

No

* Position sensitivity and risk

Non-sensitive (NS)/Low Risk

* Trust determination process

Suitability/Fitness

* Announcement number

CBTB-12310196-24-JIK

* Control number

775776200

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This job is open to

* Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a "surplus" or "displaced" employee.

* Internal to an agency

Current federal employees of this agency.

* Individuals with disabilities

* Veterans

Clarification from the agency

Carl Vinson VA employees will receive first consideration.

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Duties

This position is responsible for carrying out a variety of health information functions. The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. The incumbent is responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS). The incumbent must follow scanning procedures established by the medical center policy. After completing the scanning and indexing process the incumbent will confirm record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. The incumbent notifies the Supervisor when images are scanned into the wrong patient1s record, are indexed incorrectly or are corrupted. When records are received, the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. The incumbent ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative tab in VistA Imaging to facilitate future reference. The incumbent will utilize a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. The incumbent will retrieve fee basis transfer files from FBCS medical record scanning (Doc Manager) to import images following established indexing guidelines and imports documents into VistA imaging. Identifies the correct patient documents by verifying patient identity, document date, and index date; verifies that the image(s) imported and populate in VistA Imaging Display accurately; Assists with quality assurance activities monthly. The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. into VistA Imaging. The incumbent will maintain confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran} health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain health records. Also introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use. Performs additional duties as assigned.

Work Schedule: Monday - Friday, 8:00 AM to 4:30 PM

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD03412A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

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Requirements

Conditions of Employment

* You must be a U.S. Citizen to apply for this job

* Designated and/or random drug testing may be required

* 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

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/19/2024.

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-4 position you must have served 52 weeks at the GS-3 grade level. 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: You must have one year of general experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Processing requests for health administrative information presented in person, by mail, fax, telephone, or email; Using current technology regarding imaging applications, PC fax applications, electronic record tracking system and other electronic databases. Uses computers, software applications, and automated systems to accomplish work; Knowledge of medical terminology and major anatomical systems, as well as, facility-specific terms and abbreviations is necessary for review of documentation prior to processing. Uses medical terminology and medical documentation to properly index documents for scanning; Ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware; Performs filing/retrieval and clerical duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. A qualified typist is required. Provides administrative support to other special projects deemed appropriate by the Supervisor, File Room.

OR,

* Education: You must have 2 years above high school. (Transcripts Required)

You will be rated on the following Competencies for this position:

* Accounting Operations

* Clerical

* Compliance

* Encryption

* Medical Information

* Planning and Evaluating

* Technology Application

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, until records have been automated, work may involve considerable walking, standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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: 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:

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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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.

The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.

If you are unable to apply online view the following link for information regarding an Alternate Application.

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* Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview.

Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

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