File Clerk

Full Job Description

This position is located in the Wilmington VA Medical Center under the direct management of the Health Information Management Section.

Position will serve as Scanning Specialist in the Medical Records Unit of Health Information Management Section.

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, 02/17/2026.

You may qualify based on your experience and/or education as described below: General Experience: You must possess one (1) full year of general experience consisting of progressively responsible clerical, office, or other related work.

General experience would include: working/troubleshooting with image scanning hardware and software, filing and retrieving electronic files, records retention procedures and knowledge of processes fora electronic filing systems.

Communicating and maintaining confidentiality to internal and external customers through various methods including email, phone, fax, computer.

Past job experience with high attention to detail and organization skills are required. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must possess two (2) years of successfully completed education ABOVE high school level graduation in any field.

This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. (TRANSCRIPTS REQUIRED).

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

You must possess a combination of general experience and education beyond that required for the next lower grade.

For this series/grade combination only education in excess of (1) year above high school will be computed as a percentage toward the total amount of education and experience. (TRANSCRIPTS REQUIRED).

You will be rated on the following Competencies for this position: Attention to Detail Clerical Customer Service Customer Service (Clerical/Technical) Flexibility Information Systems/Network Security 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position.

Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination 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 -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 procedures established by the Document Scanning Committee.

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.

When records are received, the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware.

-The incumbent ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents.

The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference.

-The incumbent also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging.

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.

-Files inactive records by terminal digit method (reverse-order pairs), ensuring records are properly labeled with corresponding new barcode labels and appropriate decals when scanning the record is not feasible.

-Through CPRS and manual review of patient record activity the incumbent 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. -Employs a cooperative attitude in interaction with co-workers and supervisors.

Regularly and cooperatively assists other co-workers when needs arise.

-Performs clerical duties, including, for example, the use of computerized records tracking, associated with the retention, maintenance, disposition, and control of administrative and medical records.

Following approved procedure, routinely transfers or prepares for archiving records of patients not receiving medical care within a three-year period.

-Performs additional duties as assigned by Supervisor. Work Schedule: Monday-Friday 7:30am-4:00pm Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD00584A and PD03458A