File Clerk

Full Job Description

The primary purpose of the File Clerk position is to provide timely and accurate filing/scanning service to facilitate the work of the Huntington VA Medical Center.

The File Clerk will perform duties related to the receipt, intake, and indexing of health and administrative information.

They will also assist in training clinic staff in scanning key documents created on a concurrent basis (i.e. ER notes, advanced directives, consents, etc.).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/04/2026.

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 1 year of general experience including progressively responsible clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the File Clerk position OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have 2 years of education above the high school level.

Successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of general experience and education beyond high school level..

Preferred Experience: Medical Terminology Experience working in an office setting 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: Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position.

May require standing, lifting, carrying, sitting, stooping, bending, pulling, and pushing.

May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.

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 File Clerk will interface with personal computer applications, DSS programs as well as numerous VistA applications.

They will index each scanned document into an SQL database which will be accessed via CPRS( Computerized Patient Records System).

Major Duties include, but are not limited to: 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 providers and/or CPRS Committee's guidelines.

Index each scanned document into a SQL 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.

Assist in training clinic staff in scanning key documents created on a concurrent basis (i.e.ER notes, advanced directives, consents, conscious sedation flow-sheets, etc.) Assisting with tasks during job vacancies and employees' absences.

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. Strong communication and interpersonal skills are necessary.

The position requires attention to detail, reading comprehension, teamwork and self management. Attention to detail, customer service and flexibility are required.

All other duties as assigned, pertaining to this occupation, to meet the needs of the Agency, Department, Facility, and/or Service.

Work Schedule: Full-Time, Monday-Friday 8:00am - 4:30pm Telework: This position not authorized for telework. Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD210350 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not authorized. Permanent Change of Station (PCS): Not authorized.