File Clerk (OA)

Full Job Description

This position serves as a File Clerk for the Health Information Management Section (HIMS) of the Business Office in the John J. Pershing VAMC.

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, 03/03/2026.

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.

You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Scan documents, use automated software, general clerical experience.

(Your experience must be detailed in your resume) OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have an Associates degree or two (2) years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite.

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 or classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

OR, Combination OF EDUCATION AND EXPERIENCE (Transcripts Required) Applicant may also combine education and experience to qualify at the GS-04 level.

Equivalent combination of successfully completed post-high school education and experience may be used to meet total experience requirements.

To qualify by a combination of education and experience, the total qualifying experience will be calculated as a percentage of the experience required for the grade level and the total qualifying education will be calculated as percentage of the education required for the grade level.

These two percentages will be added together, and the total percentages must equal at least 100 percent. Your experience must be documented and transcripts are required.

PREFERRED EXPERIENCE WITH MEDICAL RECORDS.

You will be rated on the following Competencies for this position: Attention to Detail Clerical Communications Computer Skills Information Management 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: This work is mostly sedentary; however, some bending, stretching, walking and lifting are required.

As we still maintain a file room of paper medical records the ability to lift 50 pounds is required.

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 and Responsibilities: Maintains records and caries out health information functions such as the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.

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).

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.

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.

Conducts a manual review of patient record activity and prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA).

Recalls records when necessary and returns them to correct location after purpose has been accomplished. Performs other duties as assigned.

Work Schedule: Mon-Fri 8:00am-4:30pm Telework: Adhoc only as needed. Position Description/PD#: File Clerk (OA)/PD10224A