File Supervisor

The File Supervisor is position is located within the Health Information Management Section (HIMS), of the Business Office (HAS), VA Boston Healthcare System (VABHS).

The position serves as the first-line supervisor for the File Room and Scanning Unit, responsible for oversight of medical record scanning, indexing, quality assurance, record tracking, and physical/electronic record integrity across the multi-campus VA Boston Healthcare System. Major duties and responsibilities include but are not limited to: : Management Support: Plans for, organizes, administers, and directs how the support services work will be accomplished for the organizations served. It is the responsibility of the incumbent to fully understand the directions, goals, initiatives, and policies of HIM and to present them to all staff in an accurate, positive and timely manner. Following Directives: Follows directives in a timely and accurate manner and does not wait until the deadline to ask clarifying questions. Plans and directs programs that provide total support services functions that require the application of highly specialized knowledge and skills. Unit Workload Assignment and Review: Establishes and keeps current unit procedures relative to record retrieval, record tracking, scanning/importing, purging and retirement of records and basic file room and record maintenance based on procedures outlined applicable national and local policies. Monitors leads functioning to assure that HIM consistently meets the medical center demands in providing medical scanning services and medical records to users in a timely manner. Written Correspondence: Assures all written correspondence prepared for the signature of the Section Chief or Service Chief is accurate, timely and grammatically correct. Assures written reports are timely, accurate, understandable, and logically organized. Ensures that all correspondence and medical record documents received in the unit is properly scanned/imported in the patients' medical record within established timeframes and that backlogged loose filing and electronic files received by any mechanism i.e. fax, email, etc., does not exceed established limits. Special Taskings/Projects: Consistently responds to and carries out special taskings and/or projects as assigned in a timely, accurate and effective manner. Plans and provides support services in medical record management. Staff Selection: Coordinate's recruitment efforts for all unit vacancies and reviews or participates in the selection process of all positions announced so that vacancies are filled expediently and within the restrictions and requirements of EEO regulations. Quality Improvement: Establishes, implements, and monitors a quality assurance (QA) program within the unit. Conducts and/or coordinates effective QA reviews on all areas under his/her purview and reports finding to the Chief, HIMS or designee. Ensures that Scanning and File Room QA procedures are in compliance with facility and national policies. Provides and directs customer service. Prepares and conducts training for subordinates of proper service to patients, providers, medical and administrative staff. Provides supervisory and/or technical assistance to employees regarding creation, maintenance, and disposition of medical records. Performs all other duties as assigned. Work Schedule: Monday-Friday 730am-4:00pm or 8:00am-4:30pm Compressed: May be available Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: File Supervisor/PD523-04121-0 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not Required NOTFICATIONS: Veterans' preference does not apply for internal or other current permanent Federal agency employees. Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. Selectee required to serve one year supervisory/managerial probationary period. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.

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. This position requires the application, assessment, and questionnaire to be fully completed. The assessment measures critical general competencies required to perform the job. 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 (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 or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.