Total 4 job vacancies by Veterans Health Administration

This position is responsible for carrying out a variety of health information functions. 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 VistA Imaging and assuring that the scanned documents are associated to the correct patient, consult or progress note for all Administrative, In-house Clinical and Community Care Record document types in the Computerized Patient Record System (CPRS). The incumbent must follow scanning procedures established by the National Regulations and Scanning SOP to include administrative quality checks of all documents prior to scanning/indexing. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. The incumbent notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted.

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 prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. The incumbent scans all documents by indexing using the appropriate Clinical or Administrative setup buttons in VistA Capture to index into 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. 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; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties.

Work Schedule: Monday to Friday (8:00am to 4:30pm)
Telework: Adhoc-Available- (Employees who telework on an occasional, episodic, or short-term basis, and have completed required telework training and telework agreement.) (Portion of day acceptable). 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.
Position Description/PD#: File Clerk/PD00683A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Note: This is a Bargaining Unit Position.

Duties include, but are not limited to:
Public Contact Work

• Receiving, scheduling, referring and contacting members of the staff, agency and persons outside agency ranging from other government agencies to the general public
• Providing general clerical public contact support services such as answering the telephone, referring visitors or providing information about the office, its functions and standard operating procedures, as well as similar information
• Screening calls and personally answering calls when the requested information concerns routine and procedural requirements
• Screening supervisor and staff member calls and determining if the call requires their attention

• Composing correspondence on own initiative based on knowledge of the Chief, Pharmacy Service's views and accepted policies of the VA
• Preparing responses to routine correspondence without direction from the Chief, Pharmacy Service
• Performing secretarial duties in support of an individual, and in some cases, the subordinate staff of that individual as well, by performing general office work auxiliary to the work of the organization
• Typing written reports from drafts or from mechanical recording devices into finished copy.
• Notes are often typed in final form without rough draft reviewed for proper arrangement and grammar and compiled in final form
• Reviewing directives and instructional material pertaining to administrative practices and clerical procedures to be aware of new, revised or amended procedures for such matters as preparation of travel vouchers, training requests and other related procedures
• Typing letters, reports, memoranda, inventories, rosters, mailing lists and other general office material using software applications such as electronic mail, desk-top publishing, calendar, spreadsheets, database and/or graphics
• Performing routine file maintenance work including updating and maintaining computer files and inventory; updating and maintaining all manuals, reference books, and operating handbooks, and guidelines; and/or similar tasks
• Functioning as Records Liaison Officer; establishing and maintaining files of Pharmacy in accordance with Records Control Schedule RCS 10-1, including administrative correspondence, personnel data, hospital memoranda, regulations and other directives
• Recording minutes using skill in standard techniques to summarize the significant aspects of meetings such as committees and staff meetings
• Preparing materials and arranging for meeting rooms to support meetings as needed, such as arrangement of sufficient seating, tables, projectors, and easels
• Confirming meeting facilities are ready, providing sign-in sheets, ensuring that meetings are recorded and contacting meeting leader and participants to verify sufficient attendance
• Maintaining monthly log of safety deficiencies in Pharmacy work areas and tracking to completion
• Receiving calls from Pharmacy staff on safety and environmental issues and inputting work orders for the service into the work order system
• Assisting staff by inputting Ol&T tickets when staff is experiencing computer or telephone issues

• Assisting with formulating and providing all essential data for the annual budget forecast for submission to the Chief of Pharmacy, based on studies of past expenditures, knowledge of Pharmacy requirements, program plans and workload forecasts
• Maintaining budget control records and assuring that funds are used in accordance with the operating budget
• Processing all vouchers with the appropriate office and carrying out any needed follow-up, including travel vouchers for all office staff and vouchers for payment
• Maintaining an awareness of available resources and making recommendations to the needs of the Chief Pharmacy Service, regarding distribution or redistribution of these resources

• Scheduling appointments, coordinating meetings and/or scheduling conferences
• Providing general calendar maintenance clerical services such as maintaining calendars and recording appointments or arranging for meeting and small conference administrative details
• Supporting West Texas VA PGY1 Pharmacy Residency Program and P4 Interns by assisting with scheduling of housing in government quarters

• Enters data into the automated management information system database for a variety of staff and different work schedules. Posts hours worked, leave taken, overtime/compensatory time worked, and tour changes and determining the entitlement. of employees based on when the hours of work are performed for holiday, premium, hazardous pay and weekend and off tour differentials.
• Contacts employees at various levels in the organizational structure to clarify and resolve timekeeping issues and problems. Obtains additional information or clarification, on problems with or pertaining to time scheduling, leave-and overtime errors for correction. Enters time approved by EMS supervisors into the system. Investigates inquiries or questions from supervisors and/or staff regarding pay and leave. Explains rules and regulations used to reach conclusions.
• Provides explanations to different levels of staff rules and regulations pertaining to differential, holiday pay/holiday excused, part-time hours, unscheduled hours, and the differences between Family Friendly Leave Act, Advanced Sick Leave, and Advanced Annual Leave.
• During payroll processing, works closely with Fiscal Payroll and supervisors. Ensures automated records are accepted by the PAID system and transmitted to payroll processing center. Prepares, via PAID system, corrected timecards and obtains approvals.
• Responds to supervisors' Workers' Compensation questions. Provides information regarding requests for leave without pay, continuation of pay (COP), and other associated on-the-job injuries and time questions.
• Uses word processing software to create, copy, edit, store, retrieve, and print forms, memos, and letters and lengthy reports; uses existing database or spreadsheet software to create, enter, revise, sort or calculate, and retrieve data for reports; and uses graphics software to provide graphs and charts for reports and presentations.

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

Duties include, but may not be limited to the following:

• Performing the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information;
• Scanning documents electronically into computerized databases (i.e., imaging); ensuring the documents are associated to the correct patient record; and confirming record integrity and reviews the image quality;
• Reviewing documents for scanning criteria and ensuring necessary medical/administrative information meeting the criteria is integrated into the appropriate database through personal computer scanning software and hardware;
• Maintaining confidentiality of all electronic records and paper components of the health record; following appropriate procedures when mailing and disposing of health information; ensuring sensitive health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties;
• Searching and obtaining from files previous correspondence or related subject matter and forwarding the assembled material to the proper official for action;
• Maintaining an up-to-date master file of all administrative circulars, notices and publications and providing complete sets to field offices upon request;
• Utilizing a computer to perform a wide variety of record keeping, correspondence, and tracking operations; performing 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;
• Performing other related duties as assigned.