File Clerk

Full Job Description

These positions are located within File Room of the Health Information Management System at the VA Medical Center in Columbia SC.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/26/2026.

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-04 position you must have served 52 weeks at the GS-03. 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: General Experience: You must have/possess at least one year of general experience working in a progressively responsible clerical, office or other work environment which would have enabled you to acquire the particular knowledge, skills and abilities 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.

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 .

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 requires a great deal of standing, bending, stretching, walking, lifting, and pulling. However, some portions may be sedentary at times.

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 and responsibilities include: Perform duties related to the receipt, scanning, indexing, proper disposition, and transfer 01 health and administrative information.

When records are received, the incumbent will ensure that all necessary health/administrative information is integrated into Vista through PC imaging hardware and software.

The incumbent must index this information using PC1 VISTA application bridges.

After the scanning and Indexing process is complete, the incumbent will verify that images are clear and indexed to the correct patient's record and ensures documents are shredded.

When documents are received, the incumbent will prioritize the documents to be scanned and the urgency of each request based on facility guidelines.

The incumbent will maintain a daily productivity log of scanning and indexing activities. The productivity log will be provided to the File Room Supervisor by the end of the work week.

Timeliness, accuracy, and organizational skills are essential to ensure that information becomes available for patient care.

Communication skills are required to properly coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical team members.

Incumbent complies with the requests (electronic 713117132's) from VA Regional Office for medical reports contained in the multiple, voluminous paper medical records for adjudication of claims.

The incumbent requests paper medical records electronically via secure web sites from commercial storage site (for active medical records) or Federal Record Center (for inactive medical records) when needed by Release of Information Office or other medical center staff for research, treatment, and/or other administrative purposes.

Incumbent assists in the task of identifying paper medical records to be purged, requesting medical records electronically from commercial storage site, and preparing medical records for shipment to Federal Record Centers/VA Records Centers (placing in boxes, making entries on log sheets, posting accessioning numbers on boxes, recharging records in Record Tracking, etc.

Following appropriate procedures when mailing and destroying health information in paper or electronic format.

Communicating daily with other administrative and clinical staff members in order to obtain health records.

Retrieving records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records.

Communicate properly to coordinate record transfer, record follow-up, and record scanning and indexing functions with clinical and administrative team members.

Maintain accessible records and provide efficient service for direct and indirect patient care. Performing other duties as assigned. Work Schedule: Monday - Friday 7:30am - 4:00pm.

Work schedule subject to change based on the needs of the agency. Compressed/Flexible: Not Authorized Telework: This position may be authorized for telework. Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD00081A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized.