File Clerk (OA)

Full Job Description

This position is located in the Veteran's Health Administration, Mid Atlantic Health Care Network (VISN 6), Central Virginia VA Health Care System, Fredericksburg Health Care Center (HCC), organizationally aligned under Health Administration Service, Health Information Management Section (HIMS).

The HIMS Scanning Unit has transitioned from maintaining paper health records to electronic health records by implementing templates in the electronic medical record or scanning following procedures.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/16/2026.

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 position at this grade level you must have successfully completed (2) years of education above the high school level in any field.

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

You must have a combination of general experience and education beyond the high school level, which meets the total experience requirements for this position at the GS-4 level.

You will be rated on the following Competencies for this position: Attention to Detail Clerical Computer Skills Customer Service Customer Service (Clerical/Technical) Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork Physical Requirements: The work is mostly sedentary; however, the work may involve standing, bending, and lifting boxes of records usually not to exceed 50 pounds." 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.

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:

Duties include but are not limited to: The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.

The incumbent is responsible for electronically scanning various health information documents into the Veterans Health Information Systems and Technology Architecture (VistA) Imaging and assuring that the scanned documents are associated to the correct patient and progress note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS).

The incumbent must follow scanning procedures established by CVHCS.

When records are received, the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware.

The incumbent ensures that all paper clips, staples, tape, and loose hanging tape are removed from the documents prior to scanning.

The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference.

The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging.

Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of health records in both terminal digit and alphabetic filing systems.

Through CPRS and manual review of patient record activity, the incumbent retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of Health Records; references VistA Imaging and patient locator cards to support Release of Information activities; and conducts extensive searches for health records when initial searches have been unsuccessful.

The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative (including Community Care) and clinical staff members in order to locate/obtain/clarify health records.

Also introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use.

Incumbent is responsible for concurrently reviewing and auditing their work in accordance with policies, procedures or training methods related to such areas as document scanning, VistA Imaging, and VHA Directives.

Work Schedule: Monday - Friday, 8 am - 4:30 pm Telework: Not Available Virtual: This is not a virtual position.

Position Description/PD#: File Clerk (OA)/PD01585A Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required