File Clerk (OA)

Full Job Description

The position is at the full performance level located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), at the San Diego VA Medical Center (VAMC) in the Health Administration Service.

The primary purpose of the file clerk position is 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, 04/13/2026.

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-04 position you must have served 52 weeks at the GS-03. 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: Specialized 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 specialized experience would typically include, but are not limited to: clerical work, computer skills, record receipt and retrieval, and the intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information..

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 (transcripts required).

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

You must have an combination of specialized experience and education beyond high school (transcripts 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:

Duties for the File Clerk include but are not limited to: Retrieve records using a combination of computer-based patient treatment history and historical record transactions.

Utilize a computer to perform a wide variety of record keeping i.e.

correspondence, tracking operations, 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.

Review documents for appropriate scanning criteria for health/administrative information.

Process health record transfer requests to other facilities when electronic health information is not adequate and/or maintains a control system to assure that health records transferred to other facilities are recorded into computerized record system.

Utilize computerized record system and manual review of patient record activity for full inactivation and transfer to the storage or other approved off-site storage facility.

Perform scanning and/or indexing process to confirm record integrity and reviews the image quality in the computerized record system.

Maintain confidentiality of all electronic records and paper components of the health record.

Assure prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents to prevent damage.

Assure scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the computerized record system).

Copy records when requested by Release of Information for release to various requesters in accordance with established guidelines.

Communicate daily and/or as often as needed with other administrative and clinical staff members to locate/obtain health records.

Notify the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted as required.

Work Schedule: Full Time Telework: This position is not authorized for telework. Virtual: This is not a virtual position.

Position Description/PD#: File Clerk (OA)/PD11395A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized