File Clerk

Full Job Description

The primary purpose of the work is to provide a timely and accurate filing/scanning service to facilitate the work of the medical facility.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/13/2026.

Time-In-Grade Requirement: You must have one year of generalized experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization.

Creditable general experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of this position.

NOTE: Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position, dates of employment and the number of hours a week spent in each position.

Examples of general experience would typically include, but not limited to: General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled.OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed two years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable for this position.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university.

One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school (TRANSCRIPTS REQUIRED).

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have a combination of education and general experience to qualify for this position and a combination of general experience and education beyond the first 60 semester hours that is creditable toward meeting the one-year of general experience requirement.

One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. You must provide transcripts with your application.

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/.

Major Duties:

The employee performs duties related to the receipt, intake, and indexing of health and administrative information.

The employee will interface with personal computer (PC) applications, DSS programs as well aIs numerous VistA applications.

In this regard, the employee will index each scanned document into a SOL database, which will be accessed via CPRS (Computerized Patient Records System) GUI tools, associate each scanned document with the correct patient's CPRS record, the appropriate TIU document, assign the appropriate document- named nomenclature, and electronically sign on-chart scanned documents.

Employee will review and research numerous and voluminous medical reports from non-VA health care facilities making a determination as to which documents are to be scanned, and when necessary, obtain guidance from provide??rs and/or CPRS Committee's guidelines.

When records and reports are received, the employee will ensure that all necessary health/administrative information is integrated into VistA through PC scanning software.

The employee must index this information using the PCNistA application bridges.

The employee will assist in training clinic staff in scanning key documents created on a concurrent basis (i.e., EF notes, advanced directives, consents, conscious sedation flow-sheets, etc.).

Employee is required to assist in training staff members and assist with tasks during job vacancies and employees' absences.

Employee will take steps to resolve File Room issues such as lost records, urgent need for large record pulls for external reviewers and research purposes, and retrieval of old hard copy reports from multiple volumes of patients' records, etc., for patient care, research, and to comply with requests for medical information.

The employee must be flexible in order to undertake a variety of miscellaneous administrative duties.

Proficiency in using various software applications beyond the basic requirements, such as advanced features of Microsoft Office Suite, specialized medical record software, and other data management tools.

Prior experience working with EHR systems, particularly the VA's CPRS and VistA systems, can be highly beneficial.

Demonstrated ability to handle non-routine tasks and solve problems independently, which can be crucial for managing unexpected issues in record management.

Strong organizational skills and experience in managing large volumes of records efficiently. Performs other related duties as assigned.

Work Schedule: Monday - Friday 8:00 am to 4:30 pm Compressed/Flexible: May be Authorized 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 Clerk/PD07477A Relocation/Recruitment Incentives: Not Authorized