Summary This position is located in the Health Information Management Division, Patient Administration Department, Facility Support Directorate located at the Captain James A. Lovell Federal Health Care Center, a Level 1c Complexity VHA Facility in North Chicago, Illinois. This is a competitive detail which may last up to 120 days. Detail may be extended up to 1 year and there is no change in salary or pay. Has your manager approved this detail? Please submit documentation of approval as an attachment. Responsibilities Duties and responsibilities of this position include, but are not limited to the following: Serves as the Medical Record Custodian for the FHCC, an integrated operation which creates, maintains, and retires Department of Defense (DoD) and Veterans Health Administration (VHA) inpatient and outpatient medical records. Oversight includes three East Campus Branch Clinics and three Community Based Outpatient Clinics. Manages workflow to meet schedules and avoid backlogs. Assigns work to staff based on priorities considering the difficulty and the requirements of the assignment and capabilities of the employees. Ensures smooth operation of the Section, making day to day adjustments so priorities are properly handled. Evaluates the overall File Section for efficiency and effectiveness. Makes recommendations for improvements including the integration of functions and operations. Provides oversight, technical/consultative advice, education, and support to the East Campus Branch Clinics on record creation, maintenance, security, monitoring, and retirement. Conducts reviews of secondary records and prepares reports for the clinic directors and Department Head, Patient Administration Department. Maintains the records of these audits. Develops and implements policies and procedures for the control, routing and tracking of DoD records throughout the FHCC including East Campus Branch clinics. Incumbent must provide an audit trail for all records, ensuring patient confidentiality is protected during the entire process. Responsible for the transfer of DoD and VA records to other facilities per permanent change of station (PCS) requests, relocation, transfer and/or retirement. Establishes and keeps current Section standard operating procedures (SOPs) relating to record retrieval, record tracking, document indexing, and scanning, loose filing, transfer and retirement and general record maintenance based on both DoD and VA requirements as well as local policies. Provides input for development and revision of Division and FHCC policies. Services as the Alternate Records Manager for FHCC. Is a member of the Records and Forms Committee and the Scanning Work Group. Incumbent provides guidance and technical direction to the Lead and File Section Staff who establish, retrieve, process, manage, scan into, transfer, and retire paper and electronic medical and administrative records for veterans, active-duty members, and DoD beneficiaries. Incumbent is a subject matter expert on medical record management and control. Incumbent ensures the work assignments of the team are carried out in a timely and accurate manner. Is responsible for the assignment of duties to staff in a regularly changing environment of deadlines, processes, and priorities. Interviews and selects candidates for positions within Section. Develops performance standards. Trains and orients new employees to their job descriptions and competencies, performance requirements and the operation of the Section, Division and Department. Identifies training needs, arranges continuing education for staff and monitors completion of annual or special required training. Conducts and documents periodic checks for understanding and compliance during training and throughout the rating period. Reviews work to ensure output is acceptable quantity and quality and takes corrective action where necessary. Incumbent communicates mid-term and annual performance evaluations. Ensures employees are properly cross trained for coverage. Work Schedule: Monday-Friday, 7:30am-4:00pm Telework: This position is not authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD250420 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/14/2026. 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-06 position you must have served 52 weeks at the GS-05. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: - Operating computers, scanners, printers and barcode equipment, receiving scans and indexes medical and administrative records, providing information to medical staff and other health care professionals, pulling, batching and sorting records for distribution, constructing new or replacement records as needed - Maintaining electronic and hard copy files, verifying all medical information is properly dated and documented, and maintaining confidentiality of medical record information. Physical Requirements: The work is mostly sedentary with walking, standing, bending and light lifting. There are no special qualifications, but the position involves carrying light items such as binders, reports, and files and pushing a cart to send and retrieve mail and supplies. 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. Additional Information 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. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced 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 http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
