File Clerk

Full Job Description

This position is located in the Patient Administration Service at the Charlotte HCC location.

The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/06/2026.

Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement.

For a GS-4 position you must have served 52 weeks at the GS-3. The grade may have been in any occupation, but must have been held in the Federal service.

An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials.

If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement.

In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: knowledge of multiple systems and current computer technology regarding imaging and scanning applications in order to properly scan items into patient's medical files and to retrieve information, utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4 years above high school.

OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school.

You will be rated on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork 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. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

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

Physical Requirements: The work is usually sedentary, but it requires periods of walking, standing, bending, or climbing, and employees may carry light items such as books, instruments, laptops, and other similar materials.

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:

Major Duties to include but not limited to the following: Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.

Assists with the control of all information arriving and leaving the file room.

Indexes each scanned document into a Structured Query Language (SOL) database which is accessed via CPRS (Computerized Patient Record System) and Graphical User Interface (GUI) tools; then connects each scanned document into the correct patient's CPRS record, to the appropriate Text Integration Utilities (TIU) document, assigns the appropriate document naming convention when applicable, creates a new note, and electronically signs the note created.

Sorts loose health record documents received daily, scans and indexes materials accordingly on a timely basis and within established guidelines.

Analyzes and researches numerous and varied medical and administrative reports received from non-VA health care facilities when making a determination as to how these documents are to be indexed.

Maintains a daily productivity spreadsheet of scanning and indexing activities. Maintains a tracking system to follow up on missing, incomplete or unauthenticated documents to assure timely scanning.

Performs other related duties and special projects as assigned by CHIMS, direct supervisor or designee.

Work Schedule: 8:00am - 4:30pm, Monday - Friday Telework: Not Authorized Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD019030 Financial Disclosure Report: Not required