File Room Supervisor

About the role

The primary purpose of this position is the supervision of the File Room Scanning Unit of Health Information Management (HIM) which falls under the Health Administration Service (HAS) at the Marion, IL, VA Medical Center. The position serves as the supervisor responsible for maintaining an efficient and effective patient health record file service.

This includes managing the manual and electronic filing of health record documents. The documents include clinical as well as administrative.

What you will do

• Management Support (70%) Responsible for developing long- and short-range plans by coordinating with all areas within the Medical Center to ensure goals are met.
• Takes the initiative to identify needs and potential issues and determines flexibilities in operations to produce constructive, cost-effective approaches to resolve the problems.
• Participates in strategic planning to ensure that HIMs issues are considered in the development of management decisions.
• Serves on various committees and meetings.
• Participates in the analysis and interpretation of workload and other data used in resource planning.
• Establishes minimum standards for quality and productivity within HIMs and provides input to other areas within the Medical Center.
• Conducts surveys and reviews to ensure that optimal service is being provided and that resources are being appropriately and fully utilized.
• Incumbent also conducts special studies to resolve administrative problems, which arise in the course of normal operations, and provides conclusions and recommendations to upper management.
• Directs and administers the medical records program ensuring timely availability of medical documentation in support of patient care.
• Provides advice and guidance on medical records to management on the medical records programs in relation to such issues as medical records maintenance, storage, and disposition.
• Serves as the paper and electronic medical record liaison, seeking ways to enhance the electronic record.
• Coordinates scanning efforts throughout the facilities to improve access to medical documentation and reduce use of paper records.
• Works closely with clinical staff to determine the extent of data to be scanned; works with Health Information Management staff to establish location in the computerized medical record for recording and displaying scanned information; conducts quality control for all scanned records.
• Provides training to staff involved in scanning or retrieving scanned data.
• Responsible for timely and accurate filing of all records to ensure access to all medical records to support direct patient care.
• Responsible for the timely and proper retirement of records in accordance with VHA directives, Federal statutes and local polices.
• Works closely with Federal Records Depository and Logistics to coordinate shipment of records for storage.
• Follows established protocol in retrieving retired health records to support patient care and medico-legal requests.
• Incumbent provides services and technical advice to meet procedural and administrative requirements relating to the filing, tracking and retrieval of the paper Consolidated Health Record (CHR) and scanning of documents to the Electronic Health Record (EHR).
• Supervisory (30%) Delineates workflow among employees so that it is evenly distributed.
• Adjusts work assignments as needed.
• Responsible for the timeliness, quality and quantity of work performed.
• Provides training to staff as required.
• Identifies and recommends needs regarding future staffing, equipment, and space.
• Responsible for keeping employees informed about changes in work processes, policies, and governing directives.
• Formulates and initiates performance standards.
• Reviews work accomplished, assesses quality and quantity of work produced by each employee.
• Ascertains problems encountered and takes corrective action.
• Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees.
• Prepares and submits position descriptions for new positions, clarification, or updates.
• Receives formal grievances, resolving those that can be resolved by the first level supervisor.
• Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action.
• Interviews new employees, recommends selection, and carries out training and development of reassignments, awards, or disciplinary action.
• Approves leave schedules.
• Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
• Work is performed at two (2) geographically separate locations eighty-four (84) miles apart.
• Supervises staff at both locations.
• Medical records at both locations are combination of computerized and hardcopy files.
• Is responsible for the timeliness, quality, and quantity of medical records at both locations.
• Keeps employees informed of personnel programs and opportunities.
• Communicates and supports management goals and objectives.
• Ensures employee compliance with mandatory activities.
• Keeps higher-level supervisors informed of employee participation and concerns.
• Performs other duties as assigned Work Schedule: Monday - Friday, 8:00am - 4:30pm CST Telework: Adhoc Only Virtual: This is not a virtual position.
• Position Description/PD#: File Room Supervisor/PD095810 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements

• You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
• Applicants who refuse to be tested will be denied employment with VA.
• 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 (***).
• 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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

There is no educational substitution at this grade level. 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: ***

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified.

Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.

The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Other (1) Performance Appraisal Professional Certification Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old.
• Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
• You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
• Documentation is required to award preference.
• For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants are notified as such and may be contacted directly by the hiring office for an interview.

All referred applicants receive a final notification once a selection decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.

Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.

VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

Receiving Service Credit for 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. 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.