File Clerk (Office Automation)

Full Job Description

The File Clerk reports to the Chief Health Information Manager and serves as a File Clerk/Scanning Specialist at the VAMC in Walla, Walla WA.

The employee will perform duties related to the receipt, intake, transfer, index and scanning of health records and administrative information.

The File Clerk will assign the appropriate nomenclature to files for incorporation into the correct patient's record in the Computerized Patient Records System (CPRS).

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 04/10/2026.

IN ORDER TO QUALIFY FOR THIS POSITION AT THE GS-4 LEVEL YOU MUST MEET THE FOLLOWING CRITERIA: Typing Proficiency: This position requires the skills of a qualified typist.

In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute.

-AND- General Experience: You must have at least one (1) full year of general experience in a position that was progressively responsible clerical, office, or other work that indicates your ability to acquire the particular knowledge and skills needed to perform the duties of the File Clerk position.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates, AND hours worked per week.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed two (2) years of 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 of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.

NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.

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 one year above high school.

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 are not limited to the following: Receiving, indexing, scanning, and assigning appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record.

Reviewing and researching numerous and voluminous medical reports from other health care facilities. Maintaining a daily productivity log of scanning and indexing activities.

Ensuring associated scanned and/or imported images and/or reports are with the correct electronic patient medical record. Performing quality checks of electronic medical records.

Classifying documents by document and/or image type, medical specialty and procedure and identifies by means of the creation of an electronic note before being scanned/attached to the patient record.

Receiving and directing callers and visitors. Receiving and/or giving out forms, assists visitors and/or callers with completions of forms or documents.

Communicating with all levels of medical center personnel regarding access to imaging patient information.

Providing authorized medical and administrative staff with medical and administrative records (hard copy and electronic).

Using computer program to print a list of clinic charts needed for appointments, pulls them and properly charges them to the clinics.

Classifying and posting loose documentation into medical and administrative records in proper filing sequence.

Performing filing of paper health and administrative documents in accordance with approved procedure for filing or scanning and indexing.

Processing requests for records for appointments, transfer of care, quality assurance, etc., in a timely manner.

Performing routine office functions including reviewing incoming mail, preparing correspondence, and reports Operating office equipment and software, including copiers, fax machines, and PCs with word processing, data capture, spreadsheet and data base functionality.

Performing other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position.

Position Description/PD#: File Clerk (Office Automation)/PD80155A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized