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Veterans Affairs, Veterans Health Administration File Clerk (OA) in Fort Harrison, Montana

Summary This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Fort Harrison, Montana, VA Medical Center (VAMC), located in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner. Responsibilities Major duties include but are not limited to: The incumbent must have an excellent knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Outlook, Word, and Excel in order to properly scan items into patient medical files and to retrieve information. The incumbent utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file. A qualified typist is required. Knowledge of the VA Medical Center's scan and file systems and procedures in order to properly scan items into patient's medical files and retrieve information. Knowledge of medical terminology and major anatomical systems, as well as, facility-specific terms and abbreviations is necessary for review of documentation prior to processing. Thorough knowledge of the facility's automated and/or manual record systems is necessary to properly index and scan information into CPRS. Thorough knowledge of Records Management policies applicable to retention of paper and electronic health records, retention of scanned documentation prior to destruction and procedures in preparing health records for retirement. Ability to communicate properly to coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical and administrative team members. Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation in order to perform a wide variety of record keeping, correspondence, and tracking operations. The incumbent adheres to Joint Commission, VHA directives, VA Medical Center policies and procedures concerning health information technology principles, concepts and methodologies. Work Schedule: Full time, Monday - Friday 8:00-4:30pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD13318-A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized 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, 03/29/2023. Proficiency Requirements: Typing at least 40 words a minute 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-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. General Experience: You must have at least one (1) full year of general experience, which equips you with the particular knowledge, skills, and abilities to perform successfully the duties of the File Clerk, GS-04 position, such as progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled OR Substitution of Education for Experience (TRANSCRIPTS REQUIRED): Do you possess two (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 for which high school graduation or the equivalent is the normal prerequisite. 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 Education and Experience: Have a combination of post-high school education and general experience that demonstrates your ability to perform the duties of this position. To qualify by a combination, the total qualifying experience will be calculated as a percentage of the experience required for the grade level; and the education will be calculated as a percentage of the education required for the grade level. These two percentages will be added, and the total percentages must equal at least 100%. NOTE: If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation AND experience must clearly documented. SCREEN-OUT ELEMENT: Your qualifications will first be evaluated against the prescribed screen out element, which usually appears as question 1 in the on-line questionnaire. Those applicants who appear to possess at least the minimal acceptable qualification requirement are considered for further rating; those who do not are rated ineligible and are eliminated. The potential eligible's are then rated against the remainder of the Job Elements: You will be rated on the following Competencies for this position: Attention to Detail Clerical Computer Skills Customer Service (Clerical/Technical) 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 work may involve occasional standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine mail pickup. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at 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: 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. 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 This job opportunity announcement may be used to fill additional vacancies. 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.