Summary This position is in the William S. Middleton Memorial VA Hospital in Madison, Wisconsin, in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records. The primary duties 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 THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Major duties and responsibilities include: This position is responsible for carrying out a variety of health information functions. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Responsible for electronically scanning various health information documents 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 electronic health record. Follows scanning procedures established by the Madison VA. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the electronic health record. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. When records are received, reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into the electronic health record through the scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. Scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in the electronic health record to facilitate future reference. Correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in the electronic health record. 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 requesters in the scope of their official duties. Performs other duties as assigned. Work Schedule: Monday to Friday 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. 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 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 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. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to @type at least 40 words per minute. -AND- You may qualify at the GS-4 level if you fulfill one of the following qualifications: -EXPERIENCE: One (1) year of general experience. General experience is 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- -EDUCATION: Successful completion of 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. (TRANSCRIPTS REQUIRED) -OR- -COMBINATION: Equivalent combinations of education and general experience (as described above) to meet the requirements at the GS-4 level. (TRANSCRIPTS REQUIRED) You will be rated on the following Competencies as part of the assessment questionnaire for this position: Analytical Reasoning Computer Skills Customer Service (Clerical/Technical) Technical Competence IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: The work is primarily performed while sitting. Duties require occasional periods of standing, walking, bending, or carrying of light objects such as letter trays, file folders, etc. 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 IMPORTANT: 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: http://ope.ed.gov/accreditation/. 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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov). Additional Information 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. 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.
