Summary This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Sheridan, VA Health Care System (VAHCS), located in the Records Management Section of the Business Office. The Scanning Unit has transitioned from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System (CPRS) and scanning procedures. Responsibilities Major duties included but not limited to: The incumbent must have an excellent knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Outlook, and Word in order to properly scan items into patient medical files and to retrieve information. Knowledge of the VA Health Care System's scanning systems and procedures to properly scan items into patient's medical files and retrieve information. 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. Thorough knowledge of the facility's automated and/or manual record systems is necessary to properly index and scan information into CPRS. Thorough knowledge of Records Management policies applicable to retention of paper and electronic health records, retention of scanned documentation prior to destruction. Ability to communicate properly to coordinate record scanning and indexing functions with clinical and administrative team members. The incumbent adheres to Joint Commission, VHA directives, VA Health Care System policies and procedures concerning health information technology principles, concepts and methodologies. Work Schedule: Monday-Friday 7:30am-4:00pm Position Description/PD#: File Clerk/PD131800 Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized 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, 09/30/2024. 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-03 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Perform the receipt, intake scanning, indexing, quality control, destruction, and transfer of health and administrative information. Perform a variety of record keeping, correspondence, and document tracking. Perform timely filing, retrieval, and clerical duties associated with retention, maintenance, disposition, guardianship and control of health records. Confirm record integrity and review the image quality in the imaging display program. Review documents for appropriate scanning criteria (e.g., completeness; organized). Use approved secure processes for transferring, mailing, and destroying documents. Follow scanning procedures established by directives, handbooks, facility policies, standard operating procedures, and training materials. Utilize a computer, software programs associated with record keeping and scanning, and multiple databases. Notify supervisor when images are scanned into the wrong patient record, note, or indexed incorrectly. Use and understand medical terminology and major anatomical systems, medical facility terms, and abbreviations. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 2 years above high school. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements. Prefered Experience: The incumbent must have an excellent knowledge of multiple systems and current computer technology regarding imaging and scanning. Knowledge of medical terminology and major anatomical systems, terms and abbreviations is necessary for review of documentation prior to processing. Knowledge of Records Management policies applicable to retention of paper and electronic health records and retention of scanned documentation prior to destruction. Ability to communicate properly to coordinate record scanning and indexing functions with clinical and administrative team members. You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Information Management 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 and is performed in a clinic responsible for treating patients with a wide variety of medical problems. Normal safety precautions and practices are required for working in a healthcare environment. This position requires emotional ability to deal effectively with multi-tasking and high volume of patient flow. Other physical demands include reaching, bending, stretching, walking, and carrying light loads of supplies. 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.