File Clerk
The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner. Other Duties include but not limited to the following:
The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. The incumbent is responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS). The incumbent must follow scanning procedures established by the Document Scanning Committee. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. The incumbent notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference. The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging. Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain health records. Introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use. Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records; references VistA Imaging and patient locator cards to support Release of Information activities; and conducts extensive searches for health records when initial searches have been unsuccessful. Files inactive records by terminal digit method (reverse-order pairs), ensuring records are properly labeled with corresponding new barcode labels and appropriate decals when scanning the record is not feasible. Processes health record transfer requests to other VHA facilities when electronic health information is not adequate and maintains a control system to assure that health records transferred by the Wilmington VA Medical Center to other VHA facilities are recorded into VistA. Through CPRS and manual review of patient record activity the incumbent prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA). Work Schedule:
Monday - Friday, 8:
00am - 4:
30pm, Full time Telework:
Available - as determined by agency policy Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD03458A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2020. 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-04 position you must have served 52 weeks at the GS-03. 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:
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 experience would typically include, but are not limited to:
knowledge of current computer technology regarding imaging and scanning applications including VISTA, CPRS, Vista Imaging, Outlook, and Word in order to properly scan items and retrieve information; knowledge of the VA Medical Center's scan and file systems and procedures; Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. 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. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of experience and education beyond high school. In order to determine if you qualify by combining education and experience, you must determine the percentage of your experience for the grade level and then determine the education percentage. The total percentage must equal at least 100 percent to qualify. An example of how education and experience may be combined:
The position to be filled is a File Clerk, GS-4. An applicant has 8 months of qualifying experience and 20 semester hours of college. The applicant meets 67 percent of the required experience and 33 percent of the required education. The applicant meets 100 percent of the total requirements and is qualified for the position. Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!! Additionally, your resume must include the following information for each job listed:
Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible. You will be rated on the following Competencies for this position:
ClericalComputer SkillsTechnical Competence 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 with computers is mainly sedentary in an office environment. However, paper records retrieval, filing, and management involves long hours of standing, with extensive bending, reaching, lifting, stooping, pulling, and other physical exertion or strain. Some work will be performed in a warehouse setting and requires packing boxes (whose weight will typically exceed 20 pounds) and otherwise preparing records for shipment. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. The incumbent is responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS). The incumbent must follow scanning procedures established by the Document Scanning Committee. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. The incumbent notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference. The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging. Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain health records. Introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use. Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records; references VistA Imaging and patient locator cards to support Release of Information activities; and conducts extensive searches for health records when initial searches have been unsuccessful. Files inactive records by terminal digit method (reverse-order pairs), ensuring records are properly labeled with corresponding new barcode labels and appropriate decals when scanning the record is not feasible. Processes health record transfer requests to other VHA facilities when electronic health information is not adequate and maintains a control system to assure that health records transferred by the Wilmington VA Medical Center to other VHA facilities are recorded into VistA. Through CPRS and manual review of patient record activity the incumbent prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA). Work Schedule:
Monday - Friday, 8:
00am - 4:
30pm, Full time Telework:
Available - as determined by agency policy Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD03458A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/27/2020. 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-04 position you must have served 52 weeks at the GS-03. 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:
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 experience would typically include, but are not limited to:
knowledge of current computer technology regarding imaging and scanning applications including VISTA, CPRS, Vista Imaging, Outlook, and Word in order to properly scan items and retrieve information; knowledge of the VA Medical Center's scan and file systems and procedures; Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above high school. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. 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. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of experience and education beyond high school. In order to determine if you qualify by combining education and experience, you must determine the percentage of your experience for the grade level and then determine the education percentage. The total percentage must equal at least 100 percent to qualify. An example of how education and experience may be combined:
The position to be filled is a File Clerk, GS-4. An applicant has 8 months of qualifying experience and 20 semester hours of college. The applicant meets 67 percent of the required experience and 33 percent of the required education. The applicant meets 100 percent of the total requirements and is qualified for the position. Your resume must include a clear and detailed narrative description, in your own words, of how you meet the required specialized experience. Experience statements copied from a position description, vacancy announcement or other reference material constitutes plagiarism and may result in disqualification and losing consideration for the job. Please spell out all acronyms!! Additionally, your resume must include the following information for each job listed:
Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2019 to April 2020) Full-time or part-time status (include hours worked per week) Series and Grade, if applicable, for all Federal positions you have held. Failure to provide in this format may lead to being rated ineligible. You will be rated on the following Competencies for this position:
ClericalComputer SkillsTechnical Competence 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 with computers is mainly sedentary in an office environment. However, paper records retrieval, filing, and management involves long hours of standing, with extensive bending, reaching, lifting, stooping, pulling, and other physical exertion or strain. Some work will be performed in a warehouse setting and requires packing boxes (whose weight will typically exceed 20 pounds) and otherwise preparing records for shipment. 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/.
- Department:
0305 Mail And File - Salary Range:
$33,924 to $44,099 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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