File Clerk

Full Job Description

This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Mid South Health Care Network (VISN9), Tennessee Valley Healthcare System(TVHS), located in the Health Information Management Section (HIMS) of Clinical Operations.

The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System (CPRS) or scanning procedures.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/31/2026.

You may qualify based on your experience and/or education as described below: To qualify for this position at the GS-4 level, you must meet one of the following: 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.

You will be rated on the following Competencies for this position: Clerical Compliance Encryption Technology Application Technology Awareness 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 with computers is mainly sedentary in an office environment.

However, paper records retrieval, filing, and management involves long hours of standing, with extensive bending, reaching, lifting, stooping, pulling, and other physical exertion or strain.

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 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.

This position is responsible for carrying out a variety of health information functions.

The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.

Major Duties: Processes requests for health administrative information presented in person, by mail, fax, or email.

Uses current computer technology regarding imaging applications, Personal Computer (PC) fax applications, electronic record tracking system and other electronic databases.

Maintains a record request database.

Follows current guidelines, Joint Commission standards, laws, and other rules and regulations regarding entering, correcting, deleting, accessing necessary data and shipment of retired records.

Pulls and retrieves medical records for other indirect patient care activities i.e., research, quality management, external peer reviews, utilization reviews, etc.

Uses medical terminology and medical documents to properly index documents for scanning. Controls all information arriving and leaving the medical records file unit.

Protects during performance of the incumbent's official duties, printed and electronic files containing sensitive data under the provisions of the Privacy Act of 1974.

Protects data from unauthorized release or from loss, alteration, or unauthorized deletion; and follows applicable law and instructions regarding access to computerized files, access codes, etc.

as stated in the Privacy and Information Security Rules of Behavior, which each employee signs.

Ensures records received are integrated into Computerized Patient Records System (CPRS) through PC scanning hardware and software.

Indexes medical documents/information using Personal Compute (PC) /Computerized Patient Records System (CPRS) application bridges.

Interfaces with personal computer (PC) applications as well as numerous VistA and CPRS applications.

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

Provides administrative support to members which include: filing medical and administrative documentation, and other special projects deemed appropriate by the Supervisor, File Room.

Work Schedule: Monday - Friday 7:30am - 4:00pm Telework: Adhoc Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD70988A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized