Job family (Series)
0305 Mail And File
Conditions of Employment
You must be a U.S. Citizen to apply for this jobDesignated and/or random drug testing may be requiredSelective Service Registration is required for males born after 12/31/1959You may be required to serve a probationary periodSubject to a background/security investigationSelected applicants will be required to complete an online onboarding processTravel may be requiredResume/CV required Resume: Your resume should include the following information for each job that you list: Job title; Complete Work Place Addresses; Duties (be as detailed as possible); Month and year start/end dates (e.g. June 2007 to April 2008); Full-time, part-time status (include hours worked per week).Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations where patients receive care or who come into contact with VA patients as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased facilities. HCP include all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work at these facilities.Work Schedule: 8 hour tour between 6am-6pm TBDFLSA: Non-exemptPosition Description Title/#: PD110033-A, File Clerk (Scanning)BU Status: Yes - American Federation of Government Employees (AFGE)Relocation / Recruitment Incentives: Not authorizedDesignated Drug-Testing Position: 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. Applicants will not be appointed to the position if a verified positive drug test result is received - This position is a mandatory drug testing position.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/25/2019.Time-In-Grade Requirement: There are no time-in-grade requirements for this position.You may qualify based on your experience and/or education as described below:
General Experience. Applicants must have one year of general experience that includes progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the file clerk. General experience includes: working with scanning hardware and software, filing and retrieving electronic files, knowledge of processes for electronic filing systems OR,
Education. Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. An official or unofficial transcript must be submitted with your application if you are basing all or part of your qualifications on education. OR,
Combination. Applicants may also combine education and experience to qualify at the GS-04 level. To calculate, first identify the percentage of required education you have earned (when substituting, you cannot use the first 60 semester hours that you earned). Then identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100 percent to qualify at the GS-04. For example, an applicant who has 9 semester hours of graduate level education (i.e. 50% of graduate education required) and 6 months of creditable specialized experience (i.e. 50% of the required experience) would equal 100% of the required experience for the position. You will be rated on the following Competencies for this position:
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/.Physical Requirements: See VA Directive and Handbook 5019. The position involves work that is mainly sedentary but requires some bending, walking, standing and lifting/carrying (under 15lb) of supplies, patient records, staff and patient mail. Some assignments may involve more frequent walking, but these assignments may involve more frequent walking, but these assignments require no unusual physical demands to perform work. The incumbent will need to have the ability to verbally communicate and hear (aid permitted) using a telephone and must be able to type and operate computer equipment as an essential part of their position. The incumbent must be able to work closely with internal and external customers in a face to face setting.Work Environment: The position may at times involve exposure to a work environment that may include intermittent excessive noise, dust, slippery or uneven walking surfaces, working around moving objects or vehicles. The incumbent may also be exposed to infective patients and contaminated materials and may be required to don protective clothing in isolation situations or operative invasive procedures. The incumbent may occasionally be exposed to patients who are combative secondary to delirium, dementia, or psychiatric disorders. The incumbent must be a mature, flexible, sensible individual capable of working in stressful situations, able to shift priorities based on patient needs.
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. An official or unofficial transcript must be submitted with your application if you are basing all or part of your qualifications on education. OR,
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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.
Receiving 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.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.
This job opportunity announcement may be used to fill additional vacancies.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.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
If you are unable to apply online view the following link for information regarding an Alternate Application.
How You Will Be Evaluated
You 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.
Background checks and security clearance
Drug test required
To apply for this position, you must provide a complete Application Package which includes:
1. Resume listing work schedule, hours worked per week, full dates of employment and specific detailed duties performed. (required-all) Please see the How to Apply section at the bottom for helpful resources and training aids for applying to Federal positions.
2. 10-2850c Application for Associated Health Occupations Required
3. SF-50 or Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held. You must submit your SF-50 that shows Time-in-Grade eligibility and reflects your title, series, and grade. No award SF-50 will be accepted. (required, if you are Current or prior Federal employee as applicable)
4. A copy of your transcripts that show the degree and date conferred. (highly recommended)
5. DD-214, Certificate of Release or Discharge from Active Duty. Must be the Member 4 or member 2 copy of the DD-214 that shows Character of Service. (As applicable)
6. Documentation of Service-Connected disability: Service-Connected disability letter AND SF-15 Application for 10-Point Veteran Preference (As applicable)Failure to submit any of the required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted to support your status eligibility.Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's, documentation to support Veterans Preference or ICTAP/CTAP documentation (for displaced Federal employees).
- Disability Rating letter/ Schedule A
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 http://www.fedshirevets.gov/job/vetpref/index.aspx.Failure to submit any of the required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted to support your status eligibility.
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.
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. Learn 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.
This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Sheridan, VA Health Care System located in the Records Management, Business Office. 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.
This position is responsible for carrying out a variety of health information functions. 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 MCM 136-10, Document Scanning. 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.
When records are received, 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 Vista Imaging scanning software. The incumbent ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. 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.
\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. Also 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.
Occasional travel - You may be expected to travel for this position.