File Clerk (OA)

Full Job Description

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Healthcare Network (VISN 6), Durham VA Medical Center (VAMC), located in the Health Information Management Section (HIMS) of the Health Administration Service (HAS) at the Garner VA Clinic in Garner, NC.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/16/2026.

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-4 position you must have served 52 weeks at the GS-3. 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 one year of general experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization.

Examples of general experience would typically include, but are not limited to: 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 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 general experience and education beyond 2 years above high school.

You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Customer Service Flexibility Information Management Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork 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 is mostly sedentary; however until records have been automated, work may involve considerable walking, standing and bending in the search for health records.

There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records.

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 Garner VA Clinic is a newly established facility, approved by the U.S.

Department of Veterans Affairs to expand access to healthcare services for Veterans in Wake and surrounding North Carolina counties.

Upon completion, the facility will be approximately 244,000 gross square feet and is expected to employ approximately 600 personnel.

This facility is remotely located from the Durham VA Medical Center (VAMC) in Garner, North Carolina, which is approximately 24 miles from the Durham VAMC.

Services include, but are not limited to, Primary Care, Mental Health, Radiology, Pathology and Laboratory Medicine, and multiple specialty services for approximately 25,000 Veterans in Wake and the surrounding counties.

MAJOR DUTIES AND RESPONSIBILITIES Filing and Scanning 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.

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

After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display.

Ensures regular quality checks are carried out according to prescribed timeframes and criteria.

The incumbent notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted.

Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties.

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.

The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain 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.

Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find 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.

Work Schedule: Monday-Friday 7:30a.m-4:00p.m Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD07021A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized