Lead File Clerk

Full Job Description

The Lead File Clerk is responsible for guidance, quality assurance retrieving, scanning, indexing, filing, distributing workload among File Clerks according to Records Control Schedule, VHA, and STVHCS rules and regulations.

Resolves issues, scanning, indexing, filing, refilling and retrieval of patient documentation. Performs audits, ensure records are transferred and stored according to current policies and procedures.

Promotes emphasis on positive customer service. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/30/2026.

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-5 position you must have served 52 weeks at the GS-4. 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-4 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: ensure guidance, training, procedures for records transferred and stored appropriately according to current Records Control Schedule , VHA, and STVHCS rules and regulations regarding filing and storage of records, quality assurance, positive customer experience; knowledge of PC applications regarding scanning, indexing and record tracking; health information expert in management policies and procedures regarding requirements for inpatient and outpatient VHA medical records, policies and procedures; provides future staffing, equipment and space needs; knowledge of all positions in the File Room to assist in training new employees and provide coverage when needed; proficient in typing/keyboarding, MS Word, MS Excel.

OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have four (4) years above high school. (TRANSCRIPT REQUIRED).

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.

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

Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-5 and below.

You must have an combination of specialized experience and education in excess of the first 60 semester hours (i.e., beyond the second year) is creditable toward meeting the specialized experience requirement.

One full academic year of study (30 semester hours) beyond the second year is equivalent to 6 months of specialized experience. (TRANSCRIPT 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:

Coordinates, distributes and balances workload among File Clerks according to workflow.

Resolves routine problems related to scanning, indexing, filing, refilling and retrieval of patient documentation.

Software applications include but not limited to VistA, VistA Imaging Capture, VistA Imaging Display, CPRS, Fee Basis Claims System and Microsoft Windows applications.

Answering questions regarding patient documentation inquiries, scanning practices, medical record volume tracking as well as other requests in regards to policies and standard operating procedures for documentation and records control.

Instructs and trains new employees on task and job techniques.

Working knowledge and relationships of satellite outpatient clinics and community based outpatient clinics in order to manage daily operations.

Provides guidance and makes File Room written procedures available to all employees.

Basic knowledge of human anatomy and medical terminology are required to properly analyze medical information for identifying and scanning purposes.

Ensure records are transferred and stored appropriately according to current Records Control Schedule, VHA, and STVHCS rules and regulations regarding filing and storage of records.

Knowledge of subject files, cross-reference files, classification guides and indexes maintained within the immediate unit and procedures related to their use.

Report daily scanning, indexing, quality assurance, workload received and workload distributed activities to the Supervisor.

Performs audits/quality assurance to ensure established filing policies are followed.

Required to have a thorough knowledge of all positions in the File Room to assist in training new employees, and provide coverage for employees on leave.

The incumbent must be able to explain operational procedure and regulations to the assigned staff.

Work Schedule: Monday - Friday, 7:30-4 pm OR 8:00-4:30 pm Telework: Ad-hoc and as determined by the agency policy. Virtual: This is not a virtual position.

Position Description/PD#: Lead File Clerk/PD671-3677-A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized