File Clerk (OA)

Summary

This position is located in the Veteran's Health Administration - Mid Atlantic Health Care Network (VISN 6) - Central Virginia VA Health Care System - Fredericksburg Health Care Center (HCC) - organizationally aligned under Health Administration Service - Health Information Management Section (HIMS). The HIMS Scanning Unit has transitioned from maintaining paper health records to electronic health records by implementing templates in the electronic medical record or scanning following procedures.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 06/11/2026. 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-4 position you must have served 52 weeks at the GS-3. 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-3 in the normal line of progression for the occupation in the organization. Specialized experience is experience which has equipped you with the particular knowledge - skills and abilities to successfully perform the duties of a File Clerk. 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. 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 the high school level - which meets the total experience requirements for this position. 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/.

Duties

• Duties include but are not limited to: 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 the Veterans Health Information Systems and Technology Architecture (VistA) Imaging and assuring that the scanned documents are associated to the correct patient and progress 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 CVHCS
• 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 that all paper clips - staples - tape - and loose hanging tape are removed from the documents prior to scanning
• 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
• 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
• Through CPRS and manual review of patient record activity - the incumbent retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of Health 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
• The incumbent is responsible for communicating/contacting daily - or as often as necessary - with other administrative (including Community Care) and clinical staff members in order to locate/obtain/clarify 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
• Incumbent is responsible for concurrently reviewing and auditing their work in accordance with policies - procedures or training methods related to such areas as document scanning - VistA Imaging - and VHA Directives
• Work Schedule: Monday- Friday
• 8:00 AM - 4:30 PM Telework: Not Available Virtual: This is not a virtual position
• Position Description/PD#: File Clerk (OA)/PD01585A Relocation/Recruitment Incentives: Not Authorized