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. Responsibilities 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 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 Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's 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) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: 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. Upon completion of your probationary period or trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 03/17/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have/possess at least one year of general experience working in a progressively responsible clerical, office or other work environment which would have enabled you to acquire the particular knowledge, skills and abilities needed to perform the duties of the position to be filled. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this position at this grade level you must have successfully completed (2) years of education above the high school level in any field. OR, Combination Education and Experience: Applicants may also combine education and experience to qualify at this level. You must have a combination of general experience and education beyond high school. (Example: 6 months Specialized Experience & 1 year of education above high school), NOTE: If you select this option, you must submit a copy of your transcript with your application. Education cannot be credited without documentation AND experience must clearly documented. You will be rated on the following Competencies for this position: Computer Skills Quality Management Technical Competence Technical Documentation 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. You will be rated on the following Competencies for this position: Attention to Detail Clerical Computer Skills Customer Service Customer Service (Clerical/Technical) Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork Physical Requirements: The work is mostly sedentary; however, the work may involve standing, bending, and lifting boxes of records usually not to exceed 50 pounds." 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. 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/. Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
