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File Supervisor

Department of Veterans Affairs
Veterans Health Administration
This job announcement has closed

Summary

The primary purpose of this position is supervision of the Medical Records Scanning and File Room unit of the Health Information Management Section (HIMS) which includes: maintenance and storage of inpatient and outpatient Veterans Affairs (VA) records in compliance with Veterans Health Administration (VHA) policies as well as Joint Commission standards for paper and electronic medical records.

Overview

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Hiring complete
Open & closing dates
07/29/2022 to 08/15/2022
Salary
$50,131 to - $65,165 per year
Pay scale & grade
GS 7
Location
Newington, CT
1 vacancy
Remote job
No
Telework eligible
No
Travel Required
Occasional travel - You may be expected to travel for this position.
Relocation expenses reimbursed
No
Appointment type
Permanent
Work schedule
Full-time
Service
Competitive
Promotion potential
None
Job family (Series)
Supervisory status
Yes
Security clearance
Other
Drug test
No
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Trust determination process
Announcement number
CBTD-11589176-22-KAW
Control number
668387800

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Duties

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Incumbent is responsible for the daily operation of the Medical Records Scanning and File Room unit at the VA Connecticut Healthcare System (VACTHCS). Also, included in this responsibility is the incumbent's effectiveness in resolving daily problems timely and accurately. In addition, incumbent is expected to assure that Leads and employees are functioning at or above a fully successful level for the unit to provide the expected support to other sections, services, Veterans and others with whom there is contact. Duties and responsibilities include, but are not limited to:

  • Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served
  • It is the responsibility of the incumbent to fully understand the directions, goals, initiatives and policies of HIM and to present them to all staff in an accurate, positive and timely manner.
  • Projects and carries out the directives of management in a professional manner.
  • Fully supports all Business Office 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.
  • Establishes and keeps current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records and basic file room and record maintenance based on procedures outlined applicable national and local policies.
  • Monitors leads functioning to assure that HIM consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner.
  • Consistently takes appropriate action when employees fail to follow proper procedures.
  • Monitors staff productivity and workload daily and provides an accurate weekly status report of unit workload within specified time frames.
  • Controls the day-to-day operation of these offices and service processes and functions.
  • Provides the technical and management guidance necessary to achieve the optimum use of the support service resources.
  • Assures all written correspondence prepared for the signature of the Section Chief or Service Chief is accurate, timely and grammatically correct.
  • Assures written reports are timely, accurate, understandable and logically organized.
  • Ensures that all correspondence and medical record documents received in the unit is properly scanned/imported in the patients' medical record within established timeframes and that backlogged loose filing and electronic files received by any mechanism i.e. fax, email, etc., does not exceed established limits.
  • Consistently responds to and carries out special taskings and/or projects as assigned in a timely, accurate and effective manner.
  • Plans and provides support services in medical record management.
  • 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 EEO regulations.
  • All other duties as assigned.

Work Schedule: Full Time Mon-Fri 8:00am-4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Position Description/PD#: File Supervisor/689-00620-0
Financial Disclosure Report: Not required

First time supervisors are subject to completion of 1-year probationary period.

Requirements

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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, 08/15/2022.

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-07 position you must have served 52 weeks at the GS-06. 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-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Comprehensive working knowledge of health record documentation requirements, record retirement, and forms management. . Including with a variety of administrative management. Experience using personal computer (PC) applications and scanning software to upload records into an electronic health record. Independently completes assignments in accordance with accepted practices, resolving most conflicts that arise.
  • Education: As a general rule, education is not creditable above GS-5 for most positions covered by this standard; however, graduate education may be credited in those few instances where the graduate education is directly related to the work of the position.
You will be rated on the following Competencies for this position:
  • Administration and Management
  • Customer Service (Clerical/Technical)
  • Encryption
  • Lead or Supervise


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 primarily sedentary. There will be episodes of walking, standing and bending in search of various files.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information


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..

To ensure compliance with an applicable preliminary nationwide injunction, which may be supplemented, modified, or vacated, depending on the course of ongoing litigation, the Federal Government will take no action to implement or enforce the COVID-19 vaccination requirement pursuant to Executive Order 14043 on Requiring Coronavirus Disease 2019 Vaccination for Federal Employees. Therefore, to the extent a VA job announcement includes language requiring applicants to be fully vaccinated against COVID-19 pursuant to Executive Order 14043, that requirement does not currently apply to this Job Announcement. VA may request information regarding your vaccination status, if selected, for the purposes of implementing other workplace safety protocols, such as masking, physical distancing, testing, travel, and quarantine.


If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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.

Résumé Reminder: Your résumé must include the following information each job listed:
1. Job title
2. Duties (be as detailed as possible)
3. Month & year start/end dates (e.g. June 2007 to April 2008)
4. Full-time or part-time status (include hours worked per week)

Please be aware that your answers will be verified against information provided on your résumé. Be sure that your résumé clearly supports your responses to all of the questions by addressing your work experience in detail.

An incomplete application will receive a rating of IFFM (ineligible due to missing forms). Requests for reconsideration will not be considered for applicants who fail to submit a complete application package. We cannot be held responsible for incompatible software or fax transmissions.


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.

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

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.

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.

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