Lead Medical Records Technician (File Room)

About the role

This position is under the Division of Information Management at Phoenix Indian Medical Center in Phoenix, Arizona.

The incumbent serves as the Lead Medical Records Technician (File Room) performing the responsibilities of clerical and technical operations, involving education and training relating to scanning, birth registry, and completion of final submission to the Electronic Birth Registry System. A REAL ID will be required beginning May 7, 2025, in accordance with 6 C.F.R. 37.5 (2021).

What you will do

• Medical Records Technician Total Compensation | Pay (ihs.gov) Distributes and balances the workload among the employees in accordance with established work flow or job specialization, assures timely accomplishment of the assigned workload, and assures that each employee has enough work to keep busy.
• Maintains current knowledge and assists other employees on procedures, policies, directives and obtains needed information or decision from supervisor on problems that may arise.
• Incumbent analyses' medical records, perform quality assurance and responsible for release medical information.
• Assuring confidentiality is maintained and in compliance with the Health Insurance Portability and Accountability Act (HIPAA), Privacy Act (PA), and Freedom of Information Act (FOIA).
• Receives medical information authorization through the IHS-810, Authorization of Release of Medical Record/Information; enters the information utilizing the RPMS Release of Information Package and scans in the Release of Information request into Vista Imaging.
• Maintains and organizes birth certification applications for future references and prepares for archiving based on Health Information Management and AZ State Vital Records guidelines.

Requirements

• Selectee may be subject to a probationary period ESEP appointees typically serve a two year trial period U.S. Citizenship is required Selective Service Registration is required for males born after 12/31/1959 This is a designated position covered by Public Law 101-630, requiring contact or control over Indian children.
• Due to this requirement, the agency must ensure that persons hired for these positions have not been found guilty of or pleaded nolo contendere or guilty to certain crimes.
• Confidential Financial Disclosure Form required.
• Successfully pass the E-Verify employment verification check.
• To learn more about E-Verify, including your rights and responsibilities, visit ***
• You will need to set up direct deposit so we can pay you.
• Background Investigation Requirement: This position requires the successful completion of a federal background investigation as a condition of employment.
• A background investigation is a standard process used by the Federal Government to verify an individual's identity, employment history, education, and other relevant information to determine suitability for Federal service.
• Upon receipt of instructions, applicants must complete all required background investigation forms within five (5) calendar days of issuance.
• Timely completion is critical to avoid delays in processing or a determination of unsuitability.
• Applicants are strongly encouraged to prioritize this requirement and to maintain regular communication with their assigned Personnel Security Specialist throughout the process.
• Financial Suitability Requirement: This position requires a review of the applicant's financial history as part of the personnel security and suitability determination.
• Applicants must demonstrate financial responsibility, maintain good standing with creditors, and satisfy all legal financial obligations prior to applying.
• Individuals with substantial delinquent or unresolved financial obligations-including, but not limited to, delinquent federal or state tax liabilities, defaulted federal student loans, court-ordered fines or fees, or child support arrears-may be deemed unsuitable for employment with the Indian Health Service (IHS).
• Prior to the appointment, candidates must present two valid forms of identification.
• If one of the documents is a state-issued ID or driver's license, it must be REAL ID-compliant.

Education

There are no education requirements.

How you will be evaluated

This job announcement uses the USA Hire Assessment to evaluate applicants. There is no "pass/fail" outcome; results are used as part of the overall evaluation process to determine applicant qualifications. However, if you do not take the assessment within the assessment window timeframe you will be found ineligible for this position.

For more information, visit the USA Hire Applicant Resource Center. You will be evaluated based on how well you meet the qualifications listed in this vacancy announcement.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position.

You will be assessed on the following competencies (knowledge, skills, abilities, and other characteristics): Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Reasoning Teamwork Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.

Cheating on an assessment may also result in your removal from consideration. To preview the application questionnaire, click the following link: *** Once the application process is complete, the first two pages of your resume and supporting documentation will be used to determine whether you meet the job qualifications.

All documents above MUST be received by 11:59 pm (Eastern Standard Time) of the closing date of 09/22/2026, to be considered.

Documents you must provide

• You are highly encouraged to visit the USAJOBS Help Center before submitting a resume.
• USAJOBS Help Center - Update your resume now so it meets new resume requirements Required as applicable for the purposes of specific eligibility and appointment claim(s), and position requirements: Indian Preference Applicants: If claiming Indian preference, applicants must provide a completed copy of the Form BIA-4432, "Verification of Indian Preference for Employment in the BIA and IHS Only." Indian preference will not be given unless a properly signed and dated form is submitted with your application, including any verification by an authorized Tribal Representative or BIA Official of tribal enrollment records.
• For detailed instructions, see form BIA-4432.
• Refer to BIA-4432 link: Verification of Indian Preference for Employment in the BIA and IHS When an Indian Preference candidate possesses Veterans preference the rules regarding Veterans preference apply under ESEP and the applicant must provide documentation in order to receive preference.
• Veterans Preference: If claiming Veteran's Preference provide a copy of your DD214 Form (Member 4 copy).
• To claim 10-Point Veterans Preference, submit a SF-15 Application (***) along with the appropriate supporting documentation.
• For additional information regarding Veterans Preference visit: ***
• Career Transition Assistance Program (CTAP)/Interagency Career Transition Assistance Program (ICTAP): If you are claiming CTAP/ICTAP, follow the instructions below: ***
• Current or former Federal employee: Include your most recent SF-50 or if Reinstatement eligible include your Career SF-50.
• Noncompetitive eligibles: Submit additional documents to prove your eligibility to apply to this vacancy.
• Licensure, Certifications: Applicants should list their license/certifications on their resume, along with the expiration date, if applicable.
• Certification of licensure/certification will be required after tentative selection and prior to issuing an official job offer.
• You must meet the requirements of the job by 11:59 pm (Eastern Standard Time) of the closing date: 09/22/2026

What to expect next

Stay Updated with Text Alerts You can choose to receive text message notifications about your application status. To enable this feature: - Log in to your USAJOBS account. - Go to your Account Settings and select Notification Preferences. - Check the option to receive SMS/Text Messages. Text message updates are optional and provided in addition to email notifications.

Standard messaging rates may apply. You can track the progress of your application package via your USAJOBS account. You will receive an acknowledgement from USAJOBS that your submission was successful once we have received your on-line eligibility questionnaire, resume, and any supporting documentation.

You will be notified of the status of your application via your USAJOBS Account after we conduct a qualification review of your complete application package. You will be contacted if further evaluation or interviews are required. Any exaggeration of your experience, false statements, or attempt to conceal information may disqualify you for employment consideration.

We may verify all information you provide in your resume and questionnaire responses, through reference and/or background check, and/or verification of your education. If you are selected, you will be contacted personally by the human resources office posting this announcement. If all required documentation is not submitted with your application you will lose consideration.

It is the applicant's responsibility to verify that information and documents entered, uploaded, or faxed are received, legible and accurate. HR will not modify answers submitted by an applicant.

Additional information

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.

(***) 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.

IHS may offer newly-appointed Federal employees credit for their directly related previous non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. This position is covered by a Bargaining Unit.

Recruitment or relocation incentives may be authorized. At least a 2 year agreement will be required. You will be evaluated for this position in accordance with the OPM Merit Hiring Plan.As part of the application process, you will be asked to provide short essay responses (200 words or less each) to the following four questions.

How has your commitment to the Constitution and the founding principles of the United States inspired you to pursue this role within the Federal government? In this role, how would you use your skills and experience to improve government efficiency and effectiveness? How would you help advance the President's Executive Orders and policy priorities in this role?

How has a strong work ethic contributed to your professional, academic or personal achievements? Your responses are optional and will not be scored. However, they may be reviewed by hiring managers and agency leadership (or designees) during the evaluation process.

You will be asked to certify that your responses are written in your own words and that you did not use a consultant or artificial intelligence (AI) tool (such as ChatGPT or Copilot).