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Veterans Affairs, Veterans Health Administration File Clerk in Bath, New York

Summary Performs duties related to the receipt, intake, and indexing of health and administrative information. Will interface with personal computer (PC) applications, as well as numerous VISTA applications. Receive records and reports and ensure that all necessary health administration information is integrated. Scan and indexing and conform information to ensure it is legible, complete, and accurately linked according to quality standards. Responsibilities Major duties include but are not limited to the following: 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). 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 the electronic medical record through the PC scanning software and hardware. Ensures that 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. Processes health record transfer requests to other VHA facilities when electronic health information is not adequate and maintains a control system to assure that health records transferred by the Northport VAMC to other VHA facilities are recorded into Vista. After the scanning and indexing process, confirms record integrity and reviews the image quality in the system. Ensures regular quality checks are carried out according to prescribed time-frames and criteria. 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. 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. Work Schedule: Monday-Friday 8:00AM-4:30PM Position Description/PD#: File Clerk/PD07816A Financial Disclosure Report: Not required 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, 03/28/2023. 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-4 position you must have served 52 weeks at the GS-3. 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: Experience: You must have one year of general experience 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 documents, maintain a filing system; track and locate files; establish priorities and meet timeliness requirements; learn and apply administrative policies and procedures; use computer software programs, and provide customer service to internal and external customers. (Your experience must be detailed in your resume) OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 2 years above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable. OR, Combination: Applicants may also combine education and experience to qualify at this level. You will be rated on the following Competencies for this position: You will be rated on the following Competencies for this position: Attention to Detail Communication Customer Service Flexibility Teamwork 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 mostly sedentary; however, bending, stretching, walking pulling, and lifting are required at times. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed 2 years above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable. 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: 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: 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. 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 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.