File Room Supervisor

Management Support

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Management Support (70%)

• Responsible for developing long- and short-range plans by coordinating with all areas within the Medical Center to ensure goals are met. Takes the initiative to identify needs and potential issues and determines flexibilities in operations to produce constructive, cost-effective approaches to resolve the problems.
• Participates in strategic planning to ensure that HIMs issues are considered in the development of management decisions. Serves on various committees and meetings.
• Participates in the analysis and interpretation of workload and other data used in resource planning. Establishes minimum standards for quality and productivity within HIMs and provides input to other areas within the Medical Center.
• Conducts surveys and reviews to ensure that optimal service is being provided and that resources are being appropriately and fully utilized. Incumbent also conducts special studies to resolve administrative problems, which arise in the course of normal operations, and provides conclusions and recommendations to upper management.
• Directs and administers the medical records program ensuring timely availability of medical documentation in support of patient care. Provides advice and guidance on medical records to management on the medical records programs in relation to such issues as medical records maintenance, storage, and disposition.
• Serves as the paper and electronic medical record liaison, seeking ways to enhance the electronic record. Coordinates scanning efforts throughout the facilities to improve access to medical documentation and reduce use of paper records.
• Works closely with clinical staff to determine the extent of data to be scanned; works with Health Information Management staff to establish location in the computerized medical record for recording and displaying scanned information; conducts quality control for all scanned records.
• Provides training to staff involved in scanning or retrieving scanned data. Responsible for timely and accurate filing of all records to ensure access to all medical records to support direct patient care. Responsible for the timely and proper retirement of records in accordance with VHA directives, Federal statutes and local polices.
• Works closely with Federal Records Depository and Logistics to coordinate shipment of records for storage. Follows established protocol in retrieving retired health records to support patient care and medico-legal requests. Incumbent provides services and technical advice to meet procedural and administrative requirements relating to the filing, tracking and retrieval of the paper Consolidated Health Record (CHR) and scanning of documents to the Electronic Health Record (EHR).

Supervisory

• Delineates workflow among employees so that it is evenly distributed. Adjusts work assignments as needed. Responsible for the timeliness, quality and quantity of work performed. Provides training to staff as required. Identifies and recommends needs regarding future staffing, equipment, and space.
• Responsible for keeping employees informed about changes in work processes, policies, and governing directives. Formulates and initiates performance standards. Reviews work accomplished, assesses quality and quantity of work produced by each employee. Ascertains problems encountered and takes corrective action.
• Prepares formal requests and recommendations for promotions, reassignments, other status changes, or recognition of outstanding performance of assigned employees.
• Prepares and submits position descriptions for new positions, clarification, or updates. Receives formal grievances, resolving those that can be resolved by the first level supervisor. Takes disciplinary action as deemed necessary and proposes to higher authority specific disciplinary action.
• Interviews new employees, recommends selection, and carries out training and development of reassignments, awards, or disciplinary action. Approves leave schedules. Implements provisions of EEO programs to ensure fair and equal treatment for all employees.
• Work is performed at two (2) geographically separate locations eighty-four (84) miles apart. Supervises staff at both locations. Medical records at both locations are combination of computerized and hardcopy files. Is responsible for the timeliness, quality, and quantity of medical records at both locations.
• Keeps employees informed of personnel programs and opportunities. Communicates and supports management goals and objectives. Ensures employee compliance with mandatory activities. Keeps higher-level supervisors informed of employee participation and concerns.
• Performs other duties as assigned

Work Schedule:

Monday - Friday, 8:00am - 4:30pm CST

Telework:

Adhoc Only

Virtual:

This is not a virtual position.

Position Description/PD#:

File Room Supervisor / PD095810

Relocation/Recruitment Incentives:

Not Authorized

Permanent Change of Station (PCS):

Not Authorized