Experience Inc. Jobs

Summary The Supervisor File Clerk is responsible for the daily operation of the Medical Records Scanning Unit with the responsiblity of resolving daily problems timely and accurately. In addition, the Supervisor File Clerk is expected to assure that file room/scanning employees aree functioning at or above a fully successful level for the unit. Responsibilities MAJOR DUTIES Management Support Plans for, organizes, administers, and directs how file room/scanning functions will be accomplished within the section. It is the responsibility of the incumbent to fully understand the directives, goals, initiatives, and policies of the HIM Section and to present them to all staff in an accurate, positive and timely manner. The incumbent does not act as a messenger but projects and carries out the directives of management in a professional manner. Fully supports all HAS programs and activities. Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Planning responsibilities pertain to total functions and require consideration of complete support services operations. Enters work order requests or tickets for issues that require assistance. Unit Workload Assignment and Review: Assists the Records Manager in assuring that current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records are processed in a timely manner. Responsible for basic file room and record maintenance based on procedures outlined applicable national and local policies. Personnel Management Staff Selection: Coordinates recruitment efforts for all unit vacancies and reviews or participates in the selection process of all positions announced so that vacancies are filled expediently and within the restrictions and requirements of regulations. Staff Performance: Demonstrates consistently the ability to provide direct supervision to staff in a positive manner. Encourages participation of staff in problem identification and resolution. Takes prompt action to reward for good performance and takes timely corrective action on performance and conduct problems. Assures disciplinary actions are thoroughly researched and approved before action is taken. Staff Utilization: Maintains, monitors and conducts reviews to ensure all staff resources are appropriately distributed and utilized. Seeks alternatives to overtime by continuing review and evaluation of staff to make sure most efficient procedures are in place to insure maximum utilization of staff during regular tours. Quality Management Activities Safety: Responsible for maintaining a safe work environment and adhering to required safety procedures. All accidents (potential hazards) regardless of severity are properly reported. Assures that employees complete all Fire and Safety training sessions annually. Confidentiality: Maintains the confidentiality of health information and office information. Has access to and understands the responsibility of protecting this information in daily activities. Quality Improvement: Establishes, implements, and monitors a scanning quality assurance (QA) program within the unit. Conducts and/or coordinates effective QA reviews on all areas under his/her purview and reports finding to the Assistant Chief, HIM or designee. Ensures that Scanning QA procedures are in compliance with facility and national policies. Provides and directs customer service. Prepares and conducts training for subordinates of proper service to patients, providers, medical and administrative staff. Provides supervisory and/or technical assistance to employees regarding creation, maintenance, and disposition of medical records. Work Schedule: Monday-Friday 8:00 am -4:30 pm Position Description/PD#: Supervisor File Clerk/PD305210 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with V 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, 09/23/2024. 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. For a GS-06 position you must have served 52 weeks at the GS-05. 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-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Thorough knowledge of the Medical Scanning Unit to provide direct supervision to Lead Clerks and File Clerks of the daily operation of the Medical Records Scanning Unit. Ability to resolve daily problems timely and accurately by thoroughly researching, addressing and follow-up. Skilled in all administrative activities within the Scanning Unit; responsible for scanning documents into the electronic medical record as well as administrative documents into VISTA Imaging in compliance with the VHA policies and well as Joint Commission. Ability to assist the Records Manager in assuring that current unit procedures relative record retrieval, record tracking, scanning/importing, purging and retirement of records are processed in a timely manner. You will be rated on the following Competencies for this position: Manages Resources Managing Human Resources Quality Assurance 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; this position requires long periods of standing, walking or bending or requires recurring lifting of materials of moderate weight (under 50 pounds). 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 There is no educational substitution at this grade level 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 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.