Supervisory File Clerk

Veterans Health Administration • Charleston, SC

24d

About The Position

The Supervisory File Clerk supervises the Centralized Scanning Program within the Health Information Management Section (HIMS), part of the Health Administration Service at the Ralph H. Johnson VA Health Care System. The position directs the Medical Records Centralized Scanning Program’s daily operations, resolves operational problems, and ensures employees and leads meet performance expectations while providing timely support to other sections, services, Veterans, and other contacts. The incumbent researches and follows up on issues, reports matters outside their authority to the Assistant Chief of HIMS or designee with recommended corrective action, and keeps management informed about operations and issues.

The position plans, organizes, administers, and directs support services; communicates and implements management directives, goals, initiatives, and policies; and provides technical and management guidance to make effective use of resources. The incumbent assists the Records Manager with timely record retrieval, tracking, scanning and importing, purging, and retirement; maintains basic file room and record procedures; monitors staff productivity, workload, and accuracy; and prepares weekly workload status reports. The incumbent may also serve as a Contracting Officer’s Representative, monitoring contractor performance, compiling inspection reports, and recommending contract changes or termination as appropriate.

The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m. A compressed or flexible schedule may be authorized. Ad hoc telework may be authorized, with eligibility discussed during the interview. This is not a virtual position. Relocation and recruitment incentives and permanent change of station are not authorized.

Requirements

• One year of specialized experience equivalent to at least the next lower grade, GS-05, in the normal line of progression.
• For current Federal employees who held a GS grade during the past 52 weeks, 52 weeks of service at GS-05 is required for the GS-06 position; supporting SF-50 documentation must be submitted.
• U.S. citizenship is required.
• Complete the application, questionnaire, and required online assessment.
• Applicants tentatively selected for VA employment in a testing-designated position must undergo urinalysis for illegal drug use; refusing the test results in denial of VA employment.
• Selective Service registration is required for males born after December 31, 1959.
• Complete a background/security investigation and online onboarding process, and provide acceptable identification for pre-employment requirements.
• Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.
• Specialized experience examples include VHA scanning experience and proficiency with VistA Imaging Capture/Display and CPRS; quality assurance reviews and validation of audit findings; understanding VHA scanning requirements, indexing, and effects on the legal health record and patient care; staff training on scanning, workflows, privacy, and compliant document handling; federal records management and archival requirements; productivity and accuracy monitoring and reporting; clear, timely correspondence and reports; healthcare or HIMS customer service; policy and standard operating procedure development and maintenance; and workflow and process management.
• No educational substitution is available at this grade level.

Responsibilities

• Direct the daily operation of the Medical Records Centralized Scanning Program and resolve operational problems promptly and accurately.
• Ensure leads and staff perform at or above the fully successful level and provide timely support to served sections, services, Veterans, and other contacts.
• Research and follow up on operational problems, report issues outside the incumbent’s authority to the Assistant Chief of HIMS or designee with recommended corrective action, and keep management informed.
• Plan, organize, administer, and direct support services work and communicate and implement HIMS directives, goals, initiatives, and policies.
• Support Health Administration Service programs and activities and follow management directives accurately and promptly.
• Enter work-order requests or tickets for issues requiring assistance.
• Assist the Records Manager with timely record retrieval, tracking, scanning and importing, purging, and retirement procedures.
• Maintain basic file room and records in accordance with applicable national and local policies.
• Monitor leads and staff to ensure scanning services and medical records are provided to users in a timely manner and staff follow proper procedures.
• Monitor staff productivity and workload daily and prepare accurate weekly unit workload status reports within specified time frames.
• Control day-to-day office operations, service processes, and functions, and provide technical and management guidance to optimize support-service resources.
• When asked to serve as a Contracting Officer’s Representative, act as a liaison between the agency and contractors, monitor contractor progress, compile inspection reports, and recommend contract modifications or termination as appropriate.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility.
• VA may grant approved credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual; approval is not guaranteed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed