File Clerk (OA)

Full Job Description

This position is located at the Tomah VA Medical Center, Tomah, WI and is organizationally aligned under the Community Care Service.

The primary purpose of the work is to provide timely and accurate filing/scanning service to facilitate the compliance with requests for information and reliability of medical information as well as result in delays in coding for third party reimbursement, workload capture, operational and strategic activities, and ultimately, the treatment of Veterans.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/13/2026.

You may qualify based on your experience and/or education as described below: General Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization.

Examples of general experience would typically include, but are not limited to: 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 successful completion of two (2) years of education above the high school level in any field.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite.

One year of full-time undergraduate 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.

OR, Combination: Applicants may also combine education and experience to qualify at this level.

You must have an combination of successfully completed post high school education and experience may be used to meet qualification requirements.

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 include but not limited to: Document Conversion Responsible for the accurate electronic conversion of medical documents not amendable to direct entry (i.e.

advanced directives, flowsheets, consents, ICU records, etc.), and numerous medical reports from non-VA facilities, private physicians' offices, and internal departments.

Index each captured/scanned document within the appropriate electronic document management system (EDMS), associate each captured/scanned document with the correct patient's Computerized Patient Records System (CPRS) record, select the appropriate Text Integration Utilities (TIU) document, assign the appropriate description & nomenclature, and electronically sign scanned documents.

Open mail, prep records, scan records and index records for Community Care patients, review records scanned into VistA Imaging for duplicate records, and attach medical records to non-VA consults.

Review and research medical reports from non-VA health care facilities to decide which documents to scan, and when necessary, obtain guidance from providers and/or Medical Records Committee's guidelines.

Record Maintenance Combines and/or repairs records as indicated by established guidelines to ensure that records are delivered in satisfactory condition.

Prepares files containing medical and administrative records with no activity for three years for record retirement.

Responsible for the generation of the computerized scheduled list from Record Tracking (Death Records).

Training Support Answers any walk-in or telephone inquiries by patients/clients, employees, volunteers, etc. in a timely, courteous matter.

Performs other duties as assigned and may be expected to undertake a variety of miscellaneous administrative duties.

Work Schedule: Monday-Friday; 8:00am-4:30pm Telework: Ad-hoc Virtual: This is not a virtual position.

Position Description/PD#: File Clerk (OA)/PD04076A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized