File Clerk

This position functions as a File Clerk assigned to the Health Information Management Section (HIMS) of the Ann Arbor Healthcare System. 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.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/24/2026.

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.

Interchange Agreement:

Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/.

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

• Grade Requirements: GS-04

• Experience: You must have one (1) year of general experience in progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the Mail Clerk position Examples of specialized experience would typically include, but are not limited to: excellent knowledge of multiple systems and current computer technology regarding imaging and scanning applications including VistA, CPRS, VistA Imaging, Doc Manager, Outlook, and Word, in order to properly scan items into patient medical files and to retrieve information. The incumbent utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file. OR,
• Education: Applicants may substitute education for the required experience. In lieu of the required general experience, you must have successfully completed 2 years of education above the high school level. 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. (TRANSCRIPTS REQUIRED) OR,
• Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of general experience and education of two (2) years beyond the high school level. One full academic year of study (30 semester hours) is equivalent to 6 months of general experience. (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/.

Responsibilities:

Major duties include, but are not limited to, the following:

• Responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient or note (unless it is an Administrative or Clinical type document) in the CPRS.
• Follow scanning procedures established by VHA/VA Directives and Handbooks, facility policies and standard operating procedures (SOPs), and training material.
• Confirms record integrity and reviews the image quality in the VistA Imaging display.
• Ensures regular quality checks and carried out according to prescribed timeframes and criteria.
• Reviews documents for appropriate scanning criteria and ensures that all necessary medical/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware.
• Maintains confidentiality of all electronic records and paper components of the health record.
• 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.
• Responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain health records.
• Other duties as assigned

Work Schedule: Monday - Friday 8:00 am - 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk/PD61070
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Salary : $40,160