File Clerk

Full Job Description

This position is located in the Veterans Affairs, Veteran's Health Administration(VHA), VA Midsouth Healthcare Network (VISN 9), Lt. Col. Luke Weathers, Jr.

VA Medical Center (VAMC)., located in the Health Information Management Section (HIMS) of Business Officer Service.

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, 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.

Specialized Experience: You must have one year of general experience which includes 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.

Examples of preferable experience (but not required) include: knowledge of multiple systems and current computer technology and exceptional skills in utilizing imaging and uploading applications; knowledge of medical terminology and medical record file systems, procedures, record retention, and procedures relating to the transfer and other disposition of hard copy records; knowledge of filing sequence of both administrative and medical records is necessary to properly index and upload information; skill as a qualified typist/keyboarder required to perform data entry responsibilities; operate personal computers and computer terminal equipment and troubleshoots minor problems; demonstrate courteous, compassionate, caring, and respectful behavior when interacting in response to internal and external customer questions in person and/or on the telephone.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 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 may qualify based on your experience and/or education as described below: You will be rated on the following Competencies for this position: Clerical Organizational Awareness Security Technology Application 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: Work is mostly sedentary; however, some bending, stretching, walking, and lifting of required. Boxes of records must be packed and lifted for shipment. Carts are available.

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:

Performs duties related to the receipt, intake, scanning, indexing, destruction, and transfer of health and administrative information.

Controls all information arriving and leaving the Medical Record File Unit.

Knowledge and ability to process requests for health/administrative information presented in person, by mail, fax, telephone, or E-mail.

Knowledge and ability to process a request for fax, and PC fax is necessary. The incumbent will interface with personal computer (PC) applications as well as numerous VistA and CPRS applications.

Directly responsible for pulling and retrieving medical records for other indirect patient care activities i.e., research, quality management, external peer reviews, utilization reviews, etc.

Major duties include but are not limited to: 1. Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical center.

2 Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques. 3.

Ensures all loose documents are properly filed in the correct patients' paper medical record or mailed to the originating location such as another healthcare facility.

4.Completes all transfer forms, mailing labels, and maintains record logs on records returned to other facilities. 5.

Maintains an extremely high standard of the protection and maintenance of confidentiality. 6.

Promotes a positive image of the Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respect. 7.

Responds to customers needs in a positive and efficient manner. 8. Communicates to properly coordinated records transfers and record follow-up. 9. Utilizes a personal computer and various programs. 10.

Accesses medical records, computer files, and the network dictate that the employee must exercise extreme caution and protect access codes, according to established guidelines and policies. 11.

Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. 12.

Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. 13.

Preforms daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records. 14.

Audits and reviews appropriate medical record files shelves for misfiles or records or backlog of loose patient documentation/reports. 15.

Pulls and retrieves medical records as requested form lists, messages, or telephone calls. 16. Routinely purges records of patients not rendered medical care within a three-year period. 17.

Utilizes the Medical Records Tracking Program, prepares requests for transfer and/or notice of transfer of records and ships requested records to other medical centers.18. Other duties as assigned.

Work Schedule: 7:00 a.m. - 3:30 p.m. or 7:30 a.m. - 4:00 p.m. Telework: Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD50190A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized