Lead File Clerk

The Phoenix VA Health Care System is currently recruiting for a Lead File Clerk to work in the Health Information Management Service (HIMS), Phoenix, Arizona. The incumbent will serve as work leader as the Lead Scanning Specialist for the Health Information Management Scanning Unit. The incumbent, as a regular and recurring part of their assignment, leads three or more Scanning Clerks.

30 Day Hiring Model The Department of Veterans Affairs is implementing a streamlined 30-Day Hiring Model designed to accelerate hiring while maintaining the highest standards of merit-based selection. This improved process reduces traditional hiring timelines by integrating early coordination, faster assessments, and efficient pre-employment actions. Applicants can expect a more transparent, predictable, and efficient hiring journey from announcement to entry on duty. What Applicants Can Expect Expedited Candidate Review Once the announcement closes, Human Resources will quickly review applications, issue certificates of eligible candidates the day after the announcement closes, and refer applicants for hiring manager consideration. Quick Interviews & References HR may arrange interviews and will request references within 3-5 days after being referred to the hiring manager. Streamlined Pre-Employment Requirements: Following a tentative offer, applicants should be prepared to complete required steps, such as fingerprinting and background check, credentialing, and medical examination within 3 days of the offer. Clear and Timely Communication: Applicants will receive clear communication at key milestones, including referral, tentative offer, and onboarding instructions. After meeting pre-employment requirements, candidates will receive a final job offer and start date. Onboarding tasks may continue after starting, with HR ensuring timely completion for a smooth transition into VA service. If selected, applicants should be prepared to come on board within 30 days of the announcement closing. Duties include, but are not limited to the following: Distribute and balance the workload among employees in accordance with established workflow, assure timely accomplishment of the assigned workload, and assure that each employee has enough work to keep busy. Keep in touch with the status and progress of work, and make day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs that cannot be disposed of promptly. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies. Provide information to the supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. Perform the receipt, scanning, uploading, indexing, and destruction of non­ electronic health records, electronic health records, and administrative information for the Scanning Unit. Utilize computer (PC) applications, as well as Computerized Patient Record System (CPRS), VISTA applications, and intranet and internet websites. Assist in the training of staff if new applications are implemented. After the scanning, uploading, and indexing process is complete, conduct random and monthly quality assurance audits to ensure the integrity of scanned images. Sorts loose medical record documents received daily, scans, uploads, and indexes materials accordingly, on a timely basis and within established guidelines, and makes the proper disposition of documents. Maintain a daily productivity log of scanning, uploading, and indexing activities for all scanning staff. Research, request, and return archive records. Maintain, update, and inform the Records Manager about any changes made to file transfer documentation. Conduct follow-up activities, which require tact and persistence when information is not received in a timely fashion. Resolve simple, informal complaints of employees by referring others to the supervisor. Promote a positive image of this Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and respect. Responds to customers' needs in a positive and efficient manner. Collaborate with other co-workers when needs arise. Work Schedule: Full-Time, Monday - Friday, 07:30 am - 4:00 pm Virtual: This is not a virtual position. Position Description/PD#: Lead File Clerk / PD04028A Relocation/Recruitment Incentives: Not Authorized

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.