File Supervisor
What you'd do
This position is located in the Health Information Management Division, Patient Administration Department, Facility Support Directorate located at the Captain James A. Lovell Federal Health Care Center, a Level 1c Complexity VHA Facility in North Chicago, Illinois. This is a competitive detail which may last up to 120 days. Detail may be extended up to 1 year and there is no change in salary or pay. Has your manager approved this detail? Please submit documentation of approval as an attachment.
Major duties
Duties and responsibilities of this position include, but are not limited to the following: Serves as the Medical Record Custodian for the FHCC, an integrated operation which creates, maintains, and retires Department of Defense (DoD) and Veterans Health Administration (VHA) inpatient and outpatient medical records. Oversight includes three East Campus Branch Clinics and three Community Based Outpatient Clinics. Manages workflow to meet schedules and avoid backlogs. Assigns work to staff based on priorities considering the difficulty and the requirements of the assignment and capabilities of the employees. Ensures smooth operation of the Section, making day to day adjustments so priorities are properly handled. Evaluates the overall File Section for efficiency and effectiveness. Makes recommendations for improvements including the integration of functions and operations. Provides oversight, technical/consultative advice, education, and support to the East Campus Branch Clinics on record creation, maintenance, security, monitoring, and retirement. Conducts reviews of secondary records and prepares reports for the clinic directors and Department Head, Patient Administration Department. Maintains the records of these audits. Develops and implements policies and procedures for the control, routing and tracking of DoD records throughout the FHCC including East Campus Branch clinics. Incumbent must provide an audit trail for all records, ensuring patient confidentiality is protected during the entire process. Responsible for the transfer of DoD and VA records to other facilities per permanent change of station (PCS) requests, relocation, transfer and/or retirement. Establishes and keeps current Section standard operating procedures (SOPs) relating to record retrieval, record tracking, document indexing, and scanning, loose filing, transfer and retirement and general record maintenance based on both DoD and VA requirements as well as local policies. Provides input for development and revision of Division and FHCC policies. Services as the Alternate Records Manager for FHCC. Is a member of the Records and Forms Committee and the Scanning Work Group. Incumbent provides guidance and technical direction to the Lead and File Section Staff who establish, retrieve, process, manage, scan into, transfer, and retire paper and electronic medical and administrative records for veterans, active-duty members, and DoD beneficiaries. Incumbent is a subject matter expert on medical record management and control. Incumbent ensures the work assignments of the team are carried out in a timely and accurate manner. Is responsible for the assignment of duties to staff in a regularly changing environment of deadlines, processes, and priorities. Interviews and selects candidates for positions within Section. Develops performance standards. Trains and orients new employees to their job descriptions and competencies, performance requirements and the operation of the Section, Division and Department. Identifies training needs, arranges continuing education for staff and monitors completion of annual or special required training. Conducts and documents periodic checks for understanding and compliance during training and throughout the rating period. Reviews work to ensure output is acceptable quantity and quality and takes corrective action where necessary. Incumbent communicates mid-term and annual performance evaluations. Ensures employees are properly cross trained for coverage. Work Schedule: Monday-Friday, 7:30am-4:00pm Telework: This position is not authorized for telework. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD250420 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/14/2026. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: - Operating computers, scanners, printers and barcode equipment, receiving scans and indexes medical and administrative records, providing information to medical staff and other health care professionals, pulling, batching and sorting records for distribution, constructing new or replacement records as needed - Maintaining electronic and hard copy files, verifying all medical information is properly dated and documented, and maintaining confidentiality of medical record information. Physical Requirements: The work is mostly sedentary with walking, standing, bending and light lifting. There are no special qualifications, but the position involves carrying light items such as binders, reports, and files and pushing a cart to send and retrieve mail and supplies. 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/.
Before you apply
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