File Supervisor
The major duties of the File Supervisor include:
The incumbent provides direct supervision over the scanning sections of Health Information Management (HIMS). The incumbent is responsible for managing, planning, organizing, initiating and coordinating the scanning program for the medical center. The incumbent exercises supervisory authority over scanning/importing of administrative and medical records into the electronic health record system. They provide technical support and guidance to all areas as it relates to medical records. The incumbent assumes responsibility for the day-to-day oversight and supervision of the scanning activities, identifying areas requiring attention and recommends and coordinates courses of action with the Assistant Chief and Chief of HIMS. The incumbent develops, implements and maintains various section aspects based on national directives, guidance and procedures. Compiles, monitors and submits reports based on section activity to HIMS Leadership. The incumbent assures compliance with all regulations and policies. Participates in facility, VISN and National VHA/VA conference calls. Holds meetings with staff to ensure processes and procedures are appropriately implemented and followed; and performance measures are met. The incumbent provides support in planning, coordination, analysis and execution of administrative policies, programs and operations to achieve utilization of manpower, space, and funds. The incumbent informs employees of new and changing policies and procedures pertaining to scanning functions. Informs the HIMS Management team of the workload, problem areas and anticipated vacancies. Resolves informal complaints of employees. If necessary, contacts higher levels of supervision, for consultation and assistance with correction of unsatisfactory conditions. Assumes the responsibilities of the Assistant Chief, or Chief of HIMS in his/her absence, only to cover Title 5 administrative functions. Attends Medical Center Committee meetings and a variety of other meetings, as scheduled, as a member or in an acting capacity. In the performance of official duties, the employee has regular access to printed and electronic files containing sensitive information which must be protected under the provisions of the Privacy Act of 1974 and other applicable laws and regulations. The employee is responsible for (A) protecting that information from unauthorized release or from loss, alteration or unauthorized deletion; and (B) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc. as set out in a computer agreement which the employee signs. Work Schedule:
Monday through Friday, 8:
00am to 4:
30pm Telework:
Not available. Virtual:
This is not a virtual position. Position Description/PD#:
File Supervisor/PD91073-0 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, 12/09/2020. 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-6 position, you must have served 52 weeks at the GS-5 grade level. 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 listed Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade, GS-5, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Adobe, Outlook, and Word in orderto properly scan items into patient medical files and to retrieve information. Knowledge of the VA Medical Center's scanning and file systems and procedures in order 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. Knowledge of the facility's automated and/ or manual record systems is necessary to properly index and scan information into CPRS. Ability to communicate properly to coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical and administrative team members. This position is supervisory in nature so applicants must have supervisory/lead experience included in their resume. You will be rated on the following Competencies for this position:
CommunicationsComputer SkillsHealth Information ExchangeLeadershipMedical Information 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:
Some of the work is of a sedentary nature, although some slight physical effort may be required. Typically, the employee may sit to do the work. There is some walking, standing, bending, stressful and pressurized situations and carrying of medical records weighing up to five (5) pounds, however work does not require unusual physical capabilities. Proper body mechanics should be observed in the bending and stretching required to reach records on high or low shelves. Some of the work is carried out in an office setting of a hospital. The area is 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
The incumbent provides direct supervision over the scanning sections of Health Information Management (HIMS). The incumbent is responsible for managing, planning, organizing, initiating and coordinating the scanning program for the medical center. The incumbent exercises supervisory authority over scanning/importing of administrative and medical records into the electronic health record system. They provide technical support and guidance to all areas as it relates to medical records. The incumbent assumes responsibility for the day-to-day oversight and supervision of the scanning activities, identifying areas requiring attention and recommends and coordinates courses of action with the Assistant Chief and Chief of HIMS. The incumbent develops, implements and maintains various section aspects based on national directives, guidance and procedures. Compiles, monitors and submits reports based on section activity to HIMS Leadership. The incumbent assures compliance with all regulations and policies. Participates in facility, VISN and National VHA/VA conference calls. Holds meetings with staff to ensure processes and procedures are appropriately implemented and followed; and performance measures are met. The incumbent provides support in planning, coordination, analysis and execution of administrative policies, programs and operations to achieve utilization of manpower, space, and funds. The incumbent informs employees of new and changing policies and procedures pertaining to scanning functions. Informs the HIMS Management team of the workload, problem areas and anticipated vacancies. Resolves informal complaints of employees. If necessary, contacts higher levels of supervision, for consultation and assistance with correction of unsatisfactory conditions. Assumes the responsibilities of the Assistant Chief, or Chief of HIMS in his/her absence, only to cover Title 5 administrative functions. Attends Medical Center Committee meetings and a variety of other meetings, as scheduled, as a member or in an acting capacity. In the performance of official duties, the employee has regular access to printed and electronic files containing sensitive information which must be protected under the provisions of the Privacy Act of 1974 and other applicable laws and regulations. The employee is responsible for (A) protecting that information from unauthorized release or from loss, alteration or unauthorized deletion; and (B) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc. as set out in a computer agreement which the employee signs. Work Schedule:
Monday through Friday, 8:
00am to 4:
30pm Telework:
Not available. Virtual:
This is not a virtual position. Position Description/PD#:
File Supervisor/PD91073-0 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, 12/09/2020. 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-6 position, you must have served 52 weeks at the GS-5 grade level. 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 listed Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade, GS-5, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Adobe, Outlook, and Word in orderto properly scan items into patient medical files and to retrieve information. Knowledge of the VA Medical Center's scanning and file systems and procedures in order 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. Knowledge of the facility's automated and/ or manual record systems is necessary to properly index and scan information into CPRS. Ability to communicate properly to coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical and administrative team members. This position is supervisory in nature so applicants must have supervisory/lead experience included in their resume. You will be rated on the following Competencies for this position:
CommunicationsComputer SkillsHealth Information ExchangeLeadershipMedical Information 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:
Some of the work is of a sedentary nature, although some slight physical effort may be required. Typically, the employee may sit to do the work. There is some walking, standing, bending, stressful and pressurized situations and carrying of medical records weighing up to five (5) pounds, however work does not require unusual physical capabilities. Proper body mechanics should be observed in the bending and stretching required to reach records on high or low shelves. Some of the work is carried out in an office setting of a hospital. The area is 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/.
- Department:
0305 Mail And File - Salary Range:
$40,465 to $52,606 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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