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Summary This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Mid Atlantic Health Care Network (VISN 6), Central Virginia VA Health Care System (CVVAHCS), Richmond VA Medical Center (VAMC), organizationally aligned under Health Administration Service (HAS), Health Information Management Section (HIMS), Richmond, Virginia. Responsibilities Duties include but are not limited to: 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 the Veterans Health Information Systems and Technology Architecture (VistA) Imaging and assuring that the scanned documents are associated to the correct patient and progress 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 CVVAHCS. 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 PC scanning software and hardware. The incumbent ensures that all paper clips, staples, tape, and loose hanging tape are removed from the documents prior to scanning. 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. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and 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. Through CPRS and manual review of patient record activity, the incumbent retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of Health 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. The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative (including Community Care) and clinical staff members in order to locate/obtain/clarify 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. Incumbent is responsible for concurrently reviewing and auditing their work in accordance with policies, procedures or training methods related to such areas as document scanning, VistA Imaging, and VHA Directives. Work Schedule: Monday - Friday, 8 am - 4:30 pm Telework: Not Available Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD01585A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required 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 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, 11/27/2024. You may qualify based on your experience and/or education as described below: General Experience: You must have/possess at least one year of general experience working in a progressively responsible clerical, office or other work environment which would have enabled you to acquire the particular knowledge, skills and abilities 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 position at this grade level you must have successfully completed (2) years of education above the high school level in any field. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of general experience and education beyond the high school level, which meets the total experience requirements for this position at the GS-4 level. You will be rated on the following Competencies for this position: Attention to Detail Clerical Computer Skills Customer Service (Clerical/Technical) Physical Requirements: The work is mostly sedentary; however, the work may involve standing, bending, and lifting boxes of records usually not to exceed 50 pounds." 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. 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 There is no educational substitution at this grade level. 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.