File Clerk
Non-VA Employees should apply to CBTG-4280-10952425-21-WLH, which will open on 11/13/2020. This job opportunity announcement (JOA) will be used to fill three (3) full-time and permanent File Clerk, GS-0305-05, vacancies at the Louisville, KY VA Medical Center (VAMC) with Business Office Service. The File Clerk will serve as a File Scanning/Medical Record Specialist in the File Room of the Health Information Management Section of the Business Office. MAJOR DUTIES AND RESPONSIBILITIES WILL INCLUDE BUT ARE NOT LIMITED TO:
Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical Center. Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques. Ensure all loose documents are properly filed in the correct patients' paper medical record or mailed to the originating location such as another health care facility. Completes all transfer forms, mailing labels, and maintains record logs on records/returned to other facilities. Maintains an extremely high standard of the protection and maintenance of confidentiality. Promotes a positive image of the Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respects. Responds to needs of the customers in a positive and efficient manner. Communicates to properly coordinate record transfers, and record follow-up. Utilizes a personal computer and various application. Accesses medical records, computer files and the network dictate that the employee must exercise extreme caution and protect access codes, according to established guidelines and policies. Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Preforms daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records. Audits and reviews appropriate medical record file shelves for misfiles of records or backlog of loose patient documentation/reports. Pulls and retrieves medical records as requested form lists, messages, or telephone calls. Routinely purges records of patients not rendered medical care within a three-year period. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Other duties as assigned. Work Schedule:
Monday - Friday, 8:
00 a.m. to 4:
30 p.m. To be determined and discussed during the interview. Telework:
NOT Available Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD04956A and PD4956A 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, 11/19/2020. 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-04 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 privacy act of 1974, Health Insurance Portability and Accountability Act (HIPAA), VA manuals, regulation and local directives serve as guidelines. Knowledge of functions and procedures of the Medical Center necessary to properly coordinate records requests, informational needs of specific area such as Medical Care Cost Recovery, Fee Services, Utilization of Strategic Management, the External Peer Review Program etc. Knowledge of multiple computer systems and current computer technology regarding imaging applications, PC Fax applications and electronic patient records systems. Detailed knowledge of the medical records filing systems and all associated documents by terminal digit and alphabetic filing in order to maintain medical, administrative, perpetual, and other resource documents. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable for this position. 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. Education beyond the first 60 semester hours that is creditable toward meeting the one-year of specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of experience. You will be rated on the following Competencies for this position:
ClericalOrganizational AwarenessSecurityTechnology Application Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Security - Knowledge of the laws, regulations, and guidelines related to securing personnel, facilities, and information, including the requirements for handling, transporting, and protecting classified information and proper reporting of security incidents. Technology/Application - Uses machines, tools, or equipment effectively; uses computers and computer applications to analyze and communicate information in the appropriate format. 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 requires physical activity such as bending, stooping, stretching, waling, and lifting. Boxes of records must be packaged and lifted for shipment. Carts are available for the movement of files and boxes. Much of the work is sedentary, working at a desk using computer and scanners. 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.
Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical Center. Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques. Ensure all loose documents are properly filed in the correct patients' paper medical record or mailed to the originating location such as another health care facility. Completes all transfer forms, mailing labels, and maintains record logs on records/returned to other facilities. Maintains an extremely high standard of the protection and maintenance of confidentiality. Promotes a positive image of the Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respects. Responds to needs of the customers in a positive and efficient manner. Communicates to properly coordinate record transfers, and record follow-up. Utilizes a personal computer and various application. Accesses medical records, computer files and the network dictate that the employee must exercise extreme caution and protect access codes, according to established guidelines and policies. Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Preforms daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records. Audits and reviews appropriate medical record file shelves for misfiles of records or backlog of loose patient documentation/reports. Pulls and retrieves medical records as requested form lists, messages, or telephone calls. Routinely purges records of patients not rendered medical care within a three-year period. Utilizes the Medical Records Tracking Program, prepares Requests for transfer and/or Notice of transfer of records and ships requested records to other medical centers. Other duties as assigned. Work Schedule:
Monday - Friday, 8:
00 a.m. to 4:
30 p.m. To be determined and discussed during the interview. Telework:
NOT Available Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD04956A and PD4956A 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, 11/19/2020. 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-04 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 privacy act of 1974, Health Insurance Portability and Accountability Act (HIPAA), VA manuals, regulation and local directives serve as guidelines. Knowledge of functions and procedures of the Medical Center necessary to properly coordinate records requests, informational needs of specific area such as Medical Care Cost Recovery, Fee Services, Utilization of Strategic Management, the External Peer Review Program etc. Knowledge of multiple computer systems and current computer technology regarding imaging applications, PC Fax applications and electronic patient records systems. Detailed knowledge of the medical records filing systems and all associated documents by terminal digit and alphabetic filing in order to maintain medical, administrative, perpetual, and other resource documents. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable for this position. 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. Education beyond the first 60 semester hours that is creditable toward meeting the one-year of specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of experience. You will be rated on the following Competencies for this position:
ClericalOrganizational AwarenessSecurityTechnology Application Clerical - Knowledge of filing, typing, entering data, maintaining records, taking shorthand, and using and completing forms. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Security - Knowledge of the laws, regulations, and guidelines related to securing personnel, facilities, and information, including the requirements for handling, transporting, and protecting classified information and proper reporting of security incidents. Technology/Application - Uses machines, tools, or equipment effectively; uses computers and computer applications to analyze and communicate information in the appropriate format. 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 requires physical activity such as bending, stooping, stretching, waling, and lifting. Boxes of records must be packaged and lifted for shipment. Carts are available for the movement of files and boxes. Much of the work is sedentary, working at a desk using computer and scanners. 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:
$34,916 to $45,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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