Summary The File Clerk position is located in Health Information Management (HIM) Service, within Business Office, at the Robley Rex VA Medical Center. The File Clerk performs duties related to the receipt, intake, indexing, scanning, retirement, transfer, and daily loose filing of health records and administrative information. Responsibilities This job opportunity announcement (JOA) will be used to fill one (1) full-time, permanent File Clerk, GS-0305-04, vacancy at the Robley Rex VA Medical Center in Louisville, KY with Business Office Service. The File Clerk will serve as a File Scanning/Medical Record Specialist in the File Room of the Health Information Management Section of the Business Office. Major duties and responsibilities include, but are not limited to: Controls all medical/administrative information relating to patient care arriving and leaving the Medical Records File Unit and the medical Center. Performs extensive searches for files when there is an urgent need and the files cannot be retrieved by routine techniques. Ensure all loose documents are properly filed in the correct patients' paper medical record or mailed to the originating location such as another health care facility. Completes all transfer forms, mailing labels, and maintains record logs on records/returned to other facilities. Maintains an extremely high standard of the protection and maintenance of confidentiality. 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 respects.* Responds to needs of the customers in a positive and efficient manner. Communicates to properly coordinate record transfers, and record follow-up. Utilizes a personal computer and various application. 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. Properly indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. 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. Preforms daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records. Audits and reviews appropriate medical record file shelves for misfiles of records or backlog of loose patient documentation/reports. Pulls and retrieves medical records as requested form lists, messages, or telephone calls. Routinely purges records of patients not rendered medical care within a three-year period. 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. Other duties as assigned. Work Schedule: Monday - Friday, 8:00 a.m. to 4:30 p.m. Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD40396A Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not authorized 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, 04/30/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have at least one (1) full year of general experience, including but not limited to: progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. 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 generalized experience and education beyond the high school level. One full academic year of study (30 semester hours) is equivalent to 6 months of general experience. (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Clerical Organizational Awareness Security Technology Application 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. Physical Requirements: The work requires physical activity such as bending, stooping, stretching, walking, and lifting. Boxes of records must be packaged and lifted for shipment. Carts are available for the movement of files and boxes. Much of the work is sedentary, working at a desk using computers and scanners. Extensive workloads, frequent interruptions, daily deadlines, chronic backlogs, and frequent daily contact in person or by computer are factors involved that create additional mental and physical demands on 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/. 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 Interchange Agreements with Other Merit Systems: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) formerly 38 U.S.C. 4104(1) and (3) must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment. 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.
