Summary This position is located in the Health Information Management (HIM) section, Healthcare Administration Service (HAS), at the Mann-Grandstaff VA Medical Center (MGVAMC) in Spokane, Washington. The incumbent serves as a Scanning/File Clerk and is responsible for the receipt, intake, scanning, indexing, quality control, destruction, and transfer of administrative and health information. Responsibilities -Enter data into the medical record for direct and indirect patient care activities such as research, quality management, external peer reviews, and utilization reviews. -Follows all policies, Medical Center Memoranda (MCM), and Veterans Health Administration (VHA) directives related to the filing and scanning of documents and records. -Manages the receipt and scanning of documents, both internal and external, to the medical center such as from physician offices, community-based outpatient clinics, laboratories, and imaging facilities. -Responsible for closing consults associated with the Office of Community Care (OCC) program. -Upon receipt of record, ensures all necessary health and administrative information is integrated into the Electronic Health Record (EHR) through scanning hardware., Center imaging software, and/or vendor software. -Studies the contents of incoming documents which concern complex or specialized; determining placement in the filing system. -Conducts information searches for reference materials or research related to specific programs. -Sorts a variety of loose documents daily and scans materials as appropriate, ensuring scanning is done in a timely manner and within the established guidelines. -Utilizes a personal computer to retrieve electronic documents and files, performs data entry, compose, edit, transmit and receive correspondence. -Investigates and corrects problems with records received from within the medical center and other facilities, identifying and suggesting solutions to problems with transferring and receiving information to or from other VA facilities. -Prioritizes information requests and performs follow-up activities. Promotion Potential: This position is at the full-performance level of GS-04. Work Schedule: Monday-Friday; 8:00am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD70424A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/29/2024. 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 within 30 days of the closing date of this announcement. For a GS-4 position you must have served 52 weeks at least at the GS-2. 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. Quality Ranking Factor: The best qualified applicant will have knowledge of medical terminology (e.g. the meaning of medical terminology, the spelling of medical terminology and the abbreviations of medical terminology) to read medical reports and to determine the correct location to scan documents into the patient's EHR. General knowledge of chart forms, lab tests, consults EKG's etc, to file and scan documents into the medical record. You may qualify based on your experience and/or education as described below: General Experience: Applicants must possess 1 year of General Experience consisting of progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. Examples of qualifying experience include but are not limited to: Filing using electronic filing systems and current technology, scanning and importing, imaging applications, researching on materials and knowledge of records management procedures; Utilizes a personal computer to retrieve electronic documents and files for importing purposes, performs data entry, compose and edit letters, reports, and memoranda, and transmit and receive e-mail. Note: Experience must be fully documented on your resume and must include job title, duties, month & year starting and year ending dates AND hours worked per week. OR Education: Applicant may substitute education to meet the Experience requirement if they have successfully completed 2 years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university (Transcript required). Note: 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: Applicant may qualify for this pay grade with an equivalent combination of post-high school education and experience. Only education in excess of 60 semester hours (i.e. beyond the second year) is creditable towards meeting the specialized experience requirement. One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (Transcript required) You will be rated on the following Competencies for this position: Accountability Applies Technology to Tasks Attention to Detail Clerical 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 periods of sitting, standing, walking, bending, stooping reaching, pulling or carrying of light objects such as files. There is occasional lifting and carrying of such items as record boxes and bulky files (under 50 pounds). 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/. 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: 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. This job opportunity announcement may be used to fill additional vacancies. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.