File Supervisor (OA)

Full Job Description

The incumbent will be serve as the supervisor and will be assigned to the Health Information Management Section, under the Business Operations service, at the Phoenix VA Health Care System.

The position serves under the direct supervision of the Assistant Chief, Health Information Management.

The incumbent supervises the scanning staff in the performance of scanning/importing/indexing medical records and all other relevant duties in Health Information Management Section.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/06/2026.

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 and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 for a GS-06 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Oversees the daily operation of the unit, ensures that agency policies and priorities are being followed; develops performance standards; and evaluates work performance of subordinates.

Supervises the proper filing of all new and returning records and miscellaneous medical and administrative material received.

Processes all research requests as well as provide assistance to members of medical staff and external agency personnel in data record retrieval.

Conducts in-service training programs mandatory for health information management personnel and other medical center personnel on record control and confidentiality.

You will be rated on the following Competencies for this position: Clerical Communication Manages and Organizes Information Technology Application 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; religions; 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. Note: A full year of work is considered to be 35-40 hours of work per week.

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.

Physical Requirements: Work is performed in a fast-paced professional setting. Work involves considerable walking, standing and bending in searching for various files.

There is occasionally the need to safely lift and carry items such as record boxes and bulky files.

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/.

Major Duties:

Duties include but are not limited to: Oversee employees tasked with receipt, intake, indexing of health and administrative information for document scanning in both retired (File Room) and decentralized areas.

Perform indexing scanned documents into VistA, using Computerized Patient Records System (CPRS) and/or other Graphical User Interface (GUI) tools as required.

Utilize CPRS business rules, rectifying scanning errors e.g. inadvertently scanned under the incorrect patient's record to preserve the integrity of the record.

Coordinate training for all staff as required. Assist in developing and/or revising document scanning policies as needed.

Promote proper paper and electronic chart maintenance, routinely making reviews so that the medical records are accurate in paper and/or electronic format.

Supervise the proper filing of all new and returning records and/or miscellaneous medical and administrative material received.

Process research requests and provide assistance to members of the medical staff and external agency personnel in data record retrieval.

Create and maintain electronic record retrieval systems, between VA and the external facilities e.g. secure electronic portals, eFax transmittals and/or paper submissions.

Perform interviews and recommend selections for all new scanning employees, work study students and/or Non-Pay candidates as required.

Ensure interim and semi-annual appraisals are completed and/or recommend incentive awards as appropriate.

Maintain attendance and leave records as well as approving and disapproving leave requests in a timely manner.

Work Schedule: Monday-Friday 7:00am to 3:30pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: File Supervisor (OA)/PD13138O Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required