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File Clerk

Company: Veterans Health Administration
Location: Covington
Posted on: January 12, 2022

Job Description:

SummaryThis position is located in the Health Information Management Section (HIMS) under Patient Business Services (PBS). 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 and coordinating use of paper documents for necessary medical claims and treatment. Learn more about this agency Help Overview Accepting applications Open & closing dates 11/18/2021 to 11/28/2021 Salary $32,770 - $42,600 per year Pay scale & grade GS 4 Help Location 1 vacancy in the following location: Cincinnati, OH 1 vacancy Telework eligible No Travel Required Not required Relocation expenses reimbursed No Appointment type Permanent Work schedule Full-time Service Competitive Promotion potential None Job family (Series) 0305 Mail And File Supervisory status No Security clearance Not Required Drug test No Position sensitivity and risk Non-sensitive (NS)/Low Risk Trust determination process Suitability/Fitness Announcement number CBSR-11301135-22-CM Control number 622809200 Help This job is open to Federal employees - Competitive service Current or former competitive service federal employees. Individuals with disabilities Internal to an agency Current federal employees of this agency. Veterans Clarification from the agency VA employees will have 1st consideration for this job announcement. VideosHelp Duties Major Duties: 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 authenticated documents are scanned into the Computerized Patient Record System (CPRS). Upon receipt, the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meet the criteria set forth in the scanning policy, prior to integration into CPRS through the PC scanning software and hardware. 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 a 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. 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. Using a combination of computer-based patient treatment history and historical record transactions to locate records; referencing VistA Imaging and patient locator cards to support Release of Information activities, retrieves and returns administrative and/or medical records from the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA).This position supports mail and distribution operations. The incumbent will retrieve mail and route outgoing mail through the file room. Sorts all incoming and outgoing mail, routing incoming mail by general subject matter and/or terminal digit to the appropriate source. Work Schedule: Monday - Friday, 8:00am -4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD91243A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required Help Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. 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 Department of Veterans Affairs Personnel Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/28/2021. You may qualify based on your experience and/or education as described below: General experience: One (1) year of General experience, progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two (2) years above high school, Education must be successfully completed in any field for which the equivalent of a high school graduation is the normal prerequisite.. OR Combination: Applicants may also combine education and experience to qualify at this level Preferred Experience: Specialized experience is the particular knowledge, skills, and abilities (KSA's) to perform successfully the duties of the position. Those KSA's include: 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. Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation in order to perform a wide variety of record keeping, correspondence, and tracking operations. 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 mostly sedentary; however, work may involve walking, bending or picking up and delivering mail. There may be upper body movement, involving the use and movement of the shoulder joints, arms, wrists and hands, when moving files or handling mail. There may be lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for delivering mail. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. 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: 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: Additional informationReceiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator. 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 This job opportunity announcement may be used to fill additional vacancies. 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. Read more Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered. How You Will Be EvaluatedYou 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. 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. Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits. Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered. As a new or existing federal employee, you and your family may have access to a range of benefits. Your benefits depend on the type of position you have - whether you're a permanent, part-time, temporary or an intermittent employee. You may be eligible for the following benefits, however, check with your agency to make sure you're eligible under their policies. To apply for this position, you must provide a complete Application Package which includes: Resume The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information. Cover LetterDD-214/ Statement of ServiceDisability Letter (Schedule A)Disability Letter (VA)Other (1)Performance AppraisalResumeSeparation Notice (RIF)SF-15SF-50/ Notification of Personnel ActionTranscript SF-50, Notification of Personnel Action (if applicable for Eligibility): Most recent SF-50 if you are a current or former Federal employee AND An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old. Note: Federal employees who do not submit the required SF-50s, will be disqualified. Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference. If you are relying on your education to meet qualification requirements: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Keywords: Veterans Health Administration, Covington , File Clerk, Other , Covington, Kentucky

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