File Clerk

Full Job Description

These positions are located in the Health Information Management (HIM) section, Healthcare Administration Service (HAS), at the Mann-Grandstaff VA Medical Center (MGVAMC) in Spokane, Washington.

The incumbent serves as a Scanning/File Clerk and is responsible for the receipt, intake, scanning, indexing, quality control, destruction, and transfer of administrative and health information.

To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 02/12/2026.

You may qualify based on your experience and/or education as described below: 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.

Preferred Experience: Knowledge of medical terminology to read medical reports and to determine the correct location to scan documents into the patient's Electronic Health Record (EHR).

General knowledge of chart forms, lab tests, x-rays, consults EKG's, etc. to file and scan documents into the medical record.

Knowledge of multiple filing systems and current technology regarding imaging applications and numerous Cerner applications.

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:

Enter data into the medical record for direct and indirect patient care activities such as research, quality management, external peer reviews, and utilization reviews.

Follows all policies, Medical Center Memoranda (MCM), and Veterans Health Administration (VHA) directives related to the filing and scanning of documents and records.

Manages the receipt and scanning of documents, both internal and external, to the medical center such as from physician offices, community-based outpatient clinics, laboratories, and imaging facilities.

Responsible for closing consults associated with the Office of Community Care (OCC) program.

Upon receipt of record, ensures all necessary health and administrative information is integrated into the Electronic Health Record (EHR) through scanning hardware., Cerner imaging software, and/or vendor software.

Studies the contents of incoming documents which concern complex or specialized; determining placement in the filing system.

Conducts information searches for reference materials or research related to specific programs.

Sorts a variety of loose documents daily and scans materials as appropriate, ensuring scanning is done in a timely manner and within the established guidelines.

Utilizes a personal computer to retrieve electronic documents and files, performs data entry, compose, edit, transmit and receive correspondence.

Investigates and corrects problems with records received from within the medical center and other facilities, identifying and suggesting solutions to problems with transferring and receiving information to or from other VA facilities.

Prioritizes information requests and performs follow-up activities. Work Schedule: Monday- Friday 8:00am-4:30pm Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD70424A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized