File Clerk

Summary
This position is in the Health Information Management Section of the Business Office Service Line, at the Veterans Administration Medical Center (VAMC), Newington Connecticut. The position will be responsible for scanning and filing medical and administrative documents.
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.

Clarification from the agency
Open to Current permanent employees of the VISN 1 VA Healthcare System including facilities located in Massachusetts, Rhode Island, Connecticut, Maine, Vermont and New Hampshire.
Veterans' preference does not apply for internal or other current permanent Federal Agency Employees.
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Duties
This position is responsible for carrying out a variety of health information functions.
Duties for the position include but are not limited to:

• Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care.
• Adheres to Joint Commission, VHA Directives, VA Medical Center policies and procedures, concerning health information technology principles, concepts and methodologies.
• Analyzes and researches medical and administrative reports received from non-VA health care facilities. The clerk needs to make a determination as to how these documents are to be configured. When necessary, obtains guidance from the Scanning Supervisor.
• Identifies, scans/uploads and configures all fee basis documents/Non-VA Care, after completing the scanning and configuration process the staff verifies the integrity and quality of the images in Vista imaging display.
• Performs qualitative reviews on work performed by self and others. Assures patient care data entered into (VistA) Veterans Health Information Systems and Technology Architecture and/or (CPRS) Computerized Patient Record System is accurate, timely, complete and reliable. Notifies Scanning Supervisor when images are scanned into wrong patient's record, and configurations are incorrect or corrupted.
• Correctly configures all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging/Capture.
• Scans all Advance Care Directives (ACDs), Power of Attorney's (POA), and state authorized portable orders (SAPO) and Guardianship documents. Scans/uploads, and configures according to Medical Center policies; writes and electronically signs appropriate notes in CPRS.
• Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning.
• Keeps current on emerging issues, trends and changes in regulatory requirements in the Health Information Management Section, including the electronic health record, document scanning and information technology.
• Uses a variety of VA Clinical practice guidelines to perform daily functions, including VistA, CPRS, and Vista Imaging Capture, Vista imaging Display, FBCS Medical Record Scanning, and Doc Search.
• Works within a team environment; supports peers in meeting goals and deadlines; flexible and can multi-task; works well under pressure; and manages and coordinates work to meet frequently changing priorities and deadlines.
• Arranges records for storage/reference. Prepares files for retention and disposal.
• Sorts loose medical record documents received daily; scans and indexes/configures materials accordingly, on a timely basis and within established guidelines
• Applies laws and regulations pertaining to the security, privacy and confidentiality of health information, (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA), etc.). With knowledge of the Veterans Health Administration Records Control Schedule 10-1, the Health Information Management section of VHA Handbook 1907.01 and the VHA Handbook 1907.07 as they relate to HIMS practices and procedures.
• The incumbent must be flexible in order to undertake a variety of miscellaneous duties as assigned by the Supervisor, or Lead.

Work Schedule: Monday-Friday, 8:00 am to 4:30 pm, 40 hours a week.
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk/PD00034A
Relocation/Recruitment Incentives: Not Authorized.
Critical Skills Incentive (CSI): Not Approved,
Permanent Change of Station (PCS): Not Authorized.
Financial Disclosure Report: Not required Not Authorized.
Notifications:

• This is a NAGE Bargaining Unit position.
• This position is in the Competitive Service.
• Position is covered by locality-based comparability pay.
• Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.

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, 12/06/2023.
You must qualify based on your experience and/or education as described below:

• Experience: One (1) year of general experience equivalent to at least the next lower grade level (GS-03) in the normal line of progression for the occupation in the organization. General experience is defined as 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. NOTE: Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position, dates of employment and the number of hours a week spent in each position. OR,
• Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have completed 2 full years of higher-level education beyond high school. This education must have been obtained in an accredited college or university and must demonstrate the knowledge, skills, and abilities necessary to do the work. One year of full-time education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. If that information cannot be obtained from the school, one year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Part-time education is creditable in accordance with its relationship to a year of full-time study at the school attended. (Must submit copy of official transcript with application package if qualifying for this position via education or a combination of education and experience.). OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of experience and education beyond 1 year or higher-level education.

• Clerical
• Computer Skills
• Customer Service (Clerical/Technical)
• Flexibility
• Health Information Exchange
• Manages and Organizes Information
• Organizational Awareness

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.Some work will be performed in a warehouse setting and require packing boxes (weight typically exceeds 20 pounds) and otherwise preparing records for shipment. Work is performed in an office setting adequately lighted, heated, and ventilated.
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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
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.
The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal/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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
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.

• 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 s...