File Clerk

Performs duties related to the receipt intake scanning indexing destruction and transfer of health and administrative information. Controls all information arriving and leaving the Medical Record File Unit. Knowledge and ability to process requests for health/administrative information presented in person by mail fax telephone or E-mail. Knowledge and ability to process a request for fax and PC fax is necessary. The incumbent will interface with personal computer (PC) applications as well as numerous VistA and CPRS applications.

Directly responsible for pulling and retrieving medical records for other indirect patient care activities i.e. research quality management external peer reviews utilization reviews etc.

Major duties include but are not limited to:
1. Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical center.
2 Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques.
3. Ensures all loose documents are properly filed in the correct patients paper medical record or mailed to the originating location such as another healthcare facility.
all transfer forms mailing labels and maintains record logs on records returned to other facilities.
5. Maintains an extremely high standard of the protection and maintenance of confidentiality.
6. Promotes a positive image of the Medical Center with emphasis on customer service by treating patients co-workers and medical center personal with courtesy and respect.
7. Responds to customers needs in a positive and efficient manner.
8. Communicates to properly coordinated records transfers and record follow-up.
9. Utilizes a personal computer and various programs.
10. Accesses medical records computer files and the network dictate that the employee must exercise extreme caution and protect access codes according to established guidelines and policies.
11. Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software.
12. Creates progress notes in the patients electronic medical record (CPRS) related to attached documents.
13. Preforms daily filing/retrieval and clerical duties associated with the retention maintenance disposition guardianship and control of administrative and medical records.
14. Audits and reviews appropriate medical record files shelves for misfiles or records or backlog of loose patient documentation/reports.
15. Pulls and retrieves medical records as requested form lists messages or telephone calls.
16. Routinely purges records of patients not rendered medical care within a three-year period.
17. Utilizes the Medical Records Tracking Program prepares requests for transfer and/or notice of transfer of records and ships requested records to other medical centers.18. Other duties as assigned.

Work Schedule: 7:00 a.m. - 3:30 p.m. or 7:30 a.m. - 4:00 p.m.
Telework: Ad-hoc
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk/PD50190A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7 2025 drivers licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Qualifications

To qualify for this position applicants must meet all requirements by the closing date of this announcement 02/04/2026.

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 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.

Specialized Experience: You must have one year of general experience which includes progressively responsible clerical office or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. Examples of preferable experience (but not required) include: knowledge of multiple systems and current computer technology and exceptional skills in utilizing imaging and uploading applications; knowledge of medical terminology and medical record file systems procedures record retention and procedures relating to the transfer and other disposition of hard copy records; knowledge of filing sequence of both administrative and medical records is necessary to properly index and upload information; skill as a qualified typist/keyboarder required to perform data entry responsibilities; operate personal computers and computer terminal equipment and troubleshoots minor problems; demonstrate courteous compassionate caring and respectful behavior when interacting in response to internal and external customer questions in person and/or on the telephone.

OR

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above 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 high school.

• Clerical
• Organizational Awareness
• Security
• Technology Application