The purpose of this position is supervision of the Medical Records Scanning/File Room unit of the Health Information Management Section (HIMS) which includes: maintenance/storage of inpatient/outpatient VA records, retrieval of records for requests, studies, delivery to designated location, scanning of documents into the EMR, filing of loose documents, check in/transfer out of records and retirement of records in compliance with VHA policies as well as Joint Commission standards.
MAJOR DUTIES: Management Support: Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directions, goals, initiatives, and policies of HIM and to present them to all staff in an accurate, positive and timely manner.
Following Directives: Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills.
Unit Workload Assignment and Review: Establishes and keeps current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records and basic file room and record maintenance based on procedures outlined applicable national and local policies. Monitors leads functioning to assure that HIM consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner.
Written Correspondence: Assures all written correspondence prepared for the signature of the Section Chief or Service Chief is accurate, timely and grammatically correct. Assures written reports are timely, accurate, understandable, and logically organized.
Ensures that all correspondence and medical record documents received in the unit is properly scanned/imported in the patients' medical record within established timeframes and that backlogged loose filing and electronic files received by any mechanism i.e. fax, email, etc., does not exceed established limits. Special Taskings/Projects: Consistently responds to and carries out special taskings and/or projects as assigned in a timely, accurate and effective manner.
Plans and provides support services in medical record management. Staff Selection: Coordinate's recruitment efforts for all unit vacancies and reviews or participates in the selection process of all positions announced so that vacancies are filled expediently and within the restrictions and requirements of EEO regulations. Quality Improvement: Establishes, implements, and monitors a quality assurance (QA) program within the unit.
Conducts and/or coordinates effective QA reviews on all areas under his/her purview and reports finding to the Chief, HIMS or designee. Ensures that Scanning and File Room QA procedures are in compliance with facility and national policies. Provides and directs customer service. Prepares and conducts training for subordinates of proper service to patients, providers, medical and administrative staff.
Provides supervisory and/or technical assistance to employees regarding creation, maintenance, and disposition of medical records. Performs all other duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Supervisory File Clerk/PD22002-O Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
There is no educational substitution at this grade level.
Jennifer.McCormick@va.gov · 413-584-4040 X26458
This position is with Veterans Health Administration, Department of Veterans Affairs.
The posted pay range is $51957 – $67543/yr.
Applications close on 2026-09-10.
This position is open under the 'Fed Transition' hiring path.
Source: USAJOBS.gov — U.S. Federal Government
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