Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

MAJOR DUTIES AND RESPONSIBILITIES:

Team Lead (30%)

• The Lead Transportation Assistant is responsible to the supervisor for ensuring that the work assignments of the team are carried out by performing a range of duties such as distributing and balancing the workload among employees in accordance with established workflow or job specialization.
• Assures accomplishment of the assigned workload and that each employee has enough work to keep busy.
• Keeps in touch with the status and progress of work and makes day-to-day adjustments in accordance with established priorities.
• Obtains assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly.
• Estimates and reports on expected time of completion of work and maintains records of work accomplishments and time expended - preparing production reports as requested.
• Instructs employees in specific tasks and job techniques and makes available written instructions, reference materials, and supplies.
• Gives on the job training to new employees in accordance with established procedures and practices.
• Maintains a knowledge of and answers questions related to procedures, policies, directives, etc.
• Obtains needed information or decisions from supervisor on problems that come up, checking on work in progress or spot- checking work not requiring review.
• Reviews completed work to see that supervisor's instructions on work sequence, procedures, methods, and deadlines have been met.
• Amends or rejects work not meeting established standards - referring to supervisor questions or matters not covered by standards and problems in meeting performance standards.
• Approves leave for a few hours or for emergencies.
• Resolves simple, informal complaints of employees and refers others to supervisor.
• Reports to supervisor on performance, progress, and training needs of employees, and on behavior problems.
• Provides information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs.

Scheduling, Data Collection, & Tracking Support (25%)

• Performs work involving consult management, appointment scheduling, and admissions scheduling.
• Daily responsibilities include collecting, compiling, and tracking data and statistical information in support of Veteran Transportation Service (VTS).
• Performs a basic analysis of the data and generates a variety of reports. Incumbent will evaluate documents, e.g., sampling plans, permit applications and other data collection forms.
• Aggregates in-coming data from a variety of sources.
• Reviews documents, reports and/or applications for omissions and inconsistencies and ensures data entry is complete and accurate.
• Enters pertinent information into an automated tracking system.
• Receives DSS extracts to verify that the workload being captured in DSS is correct.
• Maintains automated system of program-specific data to track items such as service project milestones, progress reports, program trends, performance measures, compliance strategies, etc.
• Interacts with various other transportation services such as Emergency Medical Service (EMS), Volunteer Transportation Network {VTN), Disabled American Veterans (DAV), Veterans of Foreign Wars (VFW) etc., and other transportation providers.

Coordination, Program Planning, and Advisory Services (25%)

• Plans for, organizes, administers, and directs how the work will be accomplished for the VTS program.
• Plans and directs programs that provide support services functions and require the application of specialized knowledge and skills.
• Planning responsibilities require consideration of support services e.g., systems management, operations, workload forecasting, review, and reporting of data/statistical results of program/project studies, vehicle maintenance and repair, etc.
• Review workload types in Veteran Transportation Service e.g., outpatient clinic visits, surgical admissions.
• Daily validate program workload and ensure reporting is accurate.

Performance Measures Support (20%)

• Coordinates service practices that decrease waits and delays for patients in all specialty areas.
• Plans consult processing flow to ensure veterans receive consultation services in a timely manner.
• Utilizes the Veterans Health Information System & Technological Architecture (VISTA), Computerized Patient Record Systems (CPRS) or SharePoint Consult/Request Tracking System in processing internal consultations.
• Administers quality monitors to be utilized in the internal consultation process to measure the success of efforts to provide seamless care and to support the education of staff in the proper use of the electronic record, to include internal consultation processes.

Work Schedule: 8:00am - 4:30pm, as determined by supervisor.
Compressed/Flexible:Determined by supervisor.
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Functional Statement #: 000000
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 dentification 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

BASIC REQUIREMENTS:

• Citizenship. Be a citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with chapter 3, section A, paragraph 3g, of this part.)

Experience and Education:

Experience: One year of creditable experience that indicates knowledge of medical terminology and general understanding of health records. Six months of the required one year of creditable experience must have provided the knowledge, skills, and abilities (KSAs) needed to perform MRT (ROI) work.

OR,

Education: An associate's degree from an accredited college or university recognized by the U.S. Department of Education with a major field of study in health information technology/health information management, or a related degree with a minimum of 12 semester hours in health information technology/health information management (e.g., courses in medical terminology, anatomy and physiology, legal aspects of health care, and introduction to health records).

OR

Experience/Education Combination: Equivalent combinations of creditable experience and education are qualifying towards meeting basic experience requirements. The following experience and educational/training substitutions are appropriate for combining education and creditable experience:
(a) Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and one year above high school with a minimum of six semester hours of health information technology/health information management courses.
(b) Six months of creditable experience that indicates knowledge of medical terminology, privacy and release of information, the health record, and successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision. The training program may be substituted on a month- 3 for-month basis for up to six months of experience provided the training program included courses in anatomy and physiology, and health record techniques and procedures.

Grandfathering Provision. All persons employed in VHA as a MRT (ROI) on the effective date of this qualification standard are considered to have met all qualification requirements for the grade held, including positive education and licensure/certification/ registration that are part of the basic requirements of the occupation. Employees who do not meet all the basic requirements in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply:
(1) Such employees in an occupation that does not require a licensure/certification/ registration may be reassigned, promoted, or demoted within the occupation, but will not be promoted beyond the journey level or placed in supervisory or managerial positions.
(2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended, or be reappointed on a temporary or permanent basis, until they fully meet the basic requirements of the standard.
(3) Employees initially grandfathered into this occupation, who subsequently obtain additional education and/or licensure/certification/registration that meet all the basic requirements of this qualification standard, must maintain the required credentials as a condition of employment in the occupation.

Grade Determination - Lead Medical Records Technician (ROI), GS-7
Experience:

• One year of creditable experience equivalent to the next lower grade level.

Assignment:

• For all assignments above the journey level, the higher-level duties must consist of significant scope, complexity (difficulty), range of variety, and be performed by the incumbent at least 25% of the time.
• This assignment is for facilities that cannot justify or support a MRT (ROI-Legal) assignment, and must place a lead MRT (ROI) over employees up to the journey level.
• Lead MRTs (ROI) monitor quality and quantity of work to ensure adherence to applicable requirements and regulations.
• They ensure the work assignments of the team are carried out by performing duties which include distributing and balancing workload, monitoring the status and progress of work, instructing and answering employee questions, checking employee work, and amending or rejecting work not meeting standards.
• Lead MRTs (ROI) develop training and provide resources pertaining to VHA and other Federal policies, guidelines, and regulations.
• They conduct training for all new release of information staff regarding the software, the process of requesting archived health records, and the use of VHA computer applications. Lead MRTs (ROI) act as the technical experts and provide consultation regarding HIPAA and the Privacy Act, as it pertains to release of information.

Demonstrated Knowledge, Skills, and Abilities: In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• Ability to work with a team to provide technical guidance, plan, organize, and coordinate activities of release of information to effectively complete job assignments (i.e., distributing workload, monitoring the status and progress of work, monitoring accuracy of work, and ensuring required timelines are met.)
• Knowledge of the laws and regulations related to the authorization and disclosure of health information.
• Ability to effectively communicate, both orally and in writing, to meet program objectives.
• Ability to prepare reports in various formats and present data to various organizational levels.
• Ability to provide or coordinate staff development and training.

Preferred Experience: Release of Information, Administrative Duties, ECFAX, Standard Office Equipment

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

Physical Requirements: The work is mostly sedentary. It typically requires sitting with sustained periods of concentration. There will be some walking, standing, bending, and carrying of relatively light objects. The position may also require stooping, reaching, lifting, pulling, and other moderate exertion or strain. Incumbent may occasionally have to walk some distance to a meeting.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

To apply for this position, you must provide a complete Application Package which includes:

• Resume

Special Note for Applications: To complete your application, please use the following link https://vacareers.va.gov/wp-content/uploads/sites/5/Resume.docx to download the standard Clinical Resume Document. This one-page document does not need to be modified and must be uploaded into the two-page restricted 'Resume' document upload field.

Your full resume/CV may be uploaded without page limitation into the 'Other' document upload field.

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans' preference does not apply for internal or other current permanent Federal agency employees.

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