File Supervisor

Veterans Health Administration; Boston (MA); On-site; USD 51,000 - 67,000; Full time

Job summary

Veterans Health Administration’s VA Boston Healthcare System seeks a File Supervisor to lead the File Room and Scanning Unit, ensuring timely scanning, indexing, QA, and accurate record tracking across multiple campuses.

Responsibilities include planning, directing support services, coordinating recruitment, and implementing QA reviews to meet policy requirements. Telework is not applicable; standard schedule is Mon-Fri, with on-site duties.

Qualifications

• Supervise the File Room and Scanning Unit operations.
• Oversee medical record scanning, indexing, and QA to maintain record integrity.
• Coordinate recruitment and staffing for unit vacancies in line with EEO requirements.
• Ensure adherence to national and local HIM policies and directives.

Responsibilities

• Direct and oversee daily operations of file room and scanning unit.
• Monitor QA programs and ensure timely, accurate record processing.
• Provide staff training and guidance on record handling and customer service.
• Maintain compliance with facility and national policies in all documentation.

Skills

Staff supervision

Medical records management

Quality assurance

Policy interpretation

Recruitment coordination

Job description

• Department: Department of Veterans Affairs

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

Key Responsibilities

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.

Requirements & Education

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/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $51429 – $66857/yr.

What is the application deadline?

Applications close on 2026-10-08.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.

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Source: USAJOBS.gov — U.S. Federal Government