Summary The purpose of this position is to serve as a File Clerk/Scanning assigned to the Health Administration Services, Health Information Management Services at the VA Caribbean Healthcare System, San Juan, Puerto Rico. Responsibilities DUTIES INCLUDE, BUT NOT LIMITED TOO : Accurate scan and index all health/administrative record documents received and ensure that all information are integrated into Electronic Health Record (CPRS -Computerized Patient Records System or others EHR available in VA) through PC/VISTA Imaging scanning or other hardware and software available and used in VA. Timeless, accuracy and organize the information to ensure that is available for patient care and administrative staff. Identify and suggest solutions to problems with scanning, transferring and receiving of information to/from VA costumers, Administrative staff , clinic services and others VA Facilities. Manage, identify, organize , categorize and control medical and administrative information that arrives and leaves the File Room/Scanning Unit. Base in the medical information and/or medical terminology related to the diagnoses or treatment documented in the form to be scanned. Manage, organize and control medical and administrative information that arrives and leaves the File Room/Scanning Unit. Pulling, retrieve, search lost files /mails or charts, record inactivation, prioritize information request, request record paper to File Room/NEOSHO, copy medical information from electronic or paper format, and process ROI. Investigate and correct problems according to VA Medical Center's file system and procedures. Perform any activities of the file room, chart maintenance, loose mail filing, coordinate records transfers, record follow up, and others Protecting data from unauthorized release or from loss , alteration, or unauthorized deletion, following applicable laws and regulations. ( HIPPA and Privacy Act of 1974). Follow applicable laws, regulations and policies regarding access to computerized files and access to codes. Assure the privacy and confidentiality of the protective health information, including the requirements for handling, release, file, scanning, transporting, and protecting classified information and proper reporting of security incidents. Maintain a clear and effective communication with Veterans, Veteran's family, co-workers, customer, clinical and administrative team members, to coordinate record transfer, record tracking, record /documents scanning, indexing. Assure and confirm information interchange by communicating with clinical and administrative team members according with the VHA regulations, the Privacy Act and HIPAA. Perform personal, telephone and electronic contacts with employees of all levels of the clinic and administrative staff throughout the Medical Center, other VA facilities and non-VA facilities. Work Schedule: Monday to Friday 7:30am - 4:00pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD12358A 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, 12/23/2024. 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 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. 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. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of general experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. Examples of general experience would typically include, but are not limited to: scan and index record documents and ensure that all information are integrated into Electronic Health Record. Timeless, accuracy and organize the information to ensure that is available for patient care and administrative staff. Performs100% quality to each scanned and indexed document and maintain quality control. Perform personal, telephone and electronic contacts with employees of all levels of the clinic and administrative staff. Maintain a clear and effective communication with Veterans, Veteran's family, co-workers, customer, clinical and administrative team members, to coordinate record transfer, record tracking, record /documents scanning, indexing. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have to qualify based on education for this grade level you must have two years above high school (Transcript required).. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond . You will be rated on the following Competencies for this position: Computer Skills Customer Service (Clerical/Technical) Medical Information Security 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 performed in an office setting in the File/Scanning Unit within this Medical Center. Incumbent is required to walk to various hospital locations in order to retrieve medical records. 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 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.