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File Clerk (OA)

Company: Veterans Affairs, Veterans Health Administration
Location: Topeka
Posted on: November 22, 2021

Job Description:

Summary First Area of Consideration (AOC) will be given to NAGE (permanent employees), Topeka, KS (including Veteran Canteen Service Employees who have served on a permanent appointment for 90 days or more). Second AOC will be given to any additional permanent employees of EKHCS. Third AOC will be status eligibles to include special appointing authorities. Responsibilities The incumbent will serve as a File Clerk (OA)in the HIMS section of the Business Office service line at VA Eastern Kansas Health Care System (EKHCS) Colmery O' Neal, Topeka, KS campus, and nine (9) Community Based Outpatient Clinics (CBOCs). The facility is a complex health care system providing a full array of primary care, specialty care, mental health, and long-term care services. The primary duties include receiving the mail, sorting and organizing, the incoming mail, prepping the documents for scanning, indexing the documents, and retiring inactive medical records. Duties include but not limited to: Opens the mail to separate administrative documents from clinical documents and to sort by priority. Preps the documents by removing staples and paperclips, counting the number of pages, assigning missing patient identifiers by looking the patient up in the computerized patients record system (CPRS), resizing paper, removing unnecessary documents (e.g. routing slips, checklists, duplicates...), and stamping the received date. Follows the required timeframes set for top priority, high priority documents, and lower priority documents established in standard operating procedures. Reviews each scanned image in Vista Imaging Display to ensure the document is scanned to the correct patient, is legible, and properly positioned. Reports productivity by the next work day into a spreadsheet. Pulls inactive medical records and death charts to be boxed and sent to an approved records storage center. Utilizes the computer to charge out and check in medical records. Prepares shipment of retired records according to the VA regulations and guidelines. Work Schedule: Monday - Friday; 40 hours/week; tour of duty to be set based on organizational need. Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD#03922-A Relocation/Recruitment Incentives: Not authorized. Financial Disclosure Report: Not required. Requirements Conditions of Employment Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/26/2021. 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. 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 (1) year of general experience at the level of difficulty and responsibility equivalent to GS-03 grade level in the Federal service. The experience could have been progressively responsible clerical, office, or other work that indicates ability to acquire the particular competencies needed to perform the duties of the position to be filled. This may be paid or non-paid experience . Experience working in electronic health records or electronic medical records at a large hospital or medical facility is preferred, but not required. 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 of education above the high school level (education may have been obtained in an accredited junior college, college, university, business, secretarial or technical school). OR, Combination: Possess equivalent combinations of successfully completed post-high school education and general experience may be used to meet total experience requirements. Determine the total qualifying experience as a percentage of the experience required for the grade level; then determine education as a percentage of the education required for the grade level; then add the two percentages. The total percentage must equal at least 100 percent to qualify an applicant for that grade level. You will be rated on the following Competencies for this position: Knowledge in effective oral and written communication techniques Ability in operating a computer and related software such as Word, Excel, and Outlook in order to carry of duties associated with scanning. Knowledge of current computer technology regarding imaging applications such as scanning hardware and software programs. Ability to gather, organize, and compile material and to interpret written material and policy, including ability to complete tasks in a timely manner and work under stressful situations. 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: Long periods of standing and walking while sorting, delivering mail. Lifting and carrying of moderately heavy material, up to 50 pounds, while packaging and dispatching. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. PLEASE NOTE: 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 (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: All education claimed by applicants will be verified by the appointing agency accordingly. 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. Additional Information 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 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 or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Topeka , File Clerk (OA), Other , Topeka, Kansas

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