Summary The File Clerk (OA) reports to the Chief Health Information Manager and serves as a File Clerk/Scanning Specialist at the Veterans Affairs (VA) Medical Center in Walla, Walla Washington. The employee will perform duties related to the receipt, intake, transfer, index and scanning of health records and administrative information. The File Clerk will assign the appropriate nomenclature to files for incorporation into the correct patient's record in the Computerized Patient Records System (CPRS). Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Major duties and responsibilities include: Receiving, indexing, scanning, and assigning appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record. Reviewing and researching numerous and voluminous medical reports from other health care facilities. Maintaining a daily productivity log of scanning and indexing activities. Ensuring associated scanned and/or imported images and/or reports are with the correct electronic patient medical record. Performing quality checks of electronic medical records. Classifying documents by document and/or image @type, medical specialty and procedure and identifies by means of the creation of an electronic note before being scanned/attached to the patient record. Receiving and directing callers and visitors. Receiving and/or giving out forms, assists visitors and/or callers with completions of forms or documents. Communicating with all levels of medical center personnel regarding access to imaging patient information. Providing authorized medical and administrative staff with medical and administrative records (hard copy and electronic). Using computer program to print a list of clinic charts needed for appointments, pulls them and properly charges them to the clinics. Classifying and posting loose documentation into medical and administrative records in proper filing sequence. Performing filing of paper health and administrative documents in accordance with approved procedure for filing or scanning and indexing. Processing requests for records for appointments, transfer of care, quality assurance, etc., in a timely manner. Performing routine office functions including reviewing incoming mail, preparing correspondence, and reports Operating office equipment and software, including copiers, fax machines, and PCs with word processing, data capture, spreadsheet and data base functionality. Performing other duties assigned. Work Schedule: Monday-Friday 8:00am-4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved 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 identification 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 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications IN ORDER TO QUALIFY FOR THIS POSITION AT THE GS-4 LEVEL YOU MUST MEET THE FOLLOWING CRITERIA: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to @type at least forty (40) words per minute. ~AND~ GENERAL EXPERIENCE: You must possess one (1) year of general experience that equipped you with the knowledge, skills, and abilities needed to successfully perform the duties of this position. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. ~OR~ SUBSTITUTION OF EDUCATION FOR EXPERIENCE: You must have successfully completed two (2) years of education above the high school level in any field. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One (1) year of full-time undergraduate study is defined as thirty (30) semester hours, forty five (45) quarter hours, or the equivalent in a college or university or at least twenty (20) hours of classroom instruction per week for approximately thirty six (36) weeks in a business, secretarial or technical school. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. ~OR~ COMBINATION OF EXPERIENCE AND EDUCATION: You must possess equivalent combinations of successfully completed post-high school education and general experience (as described above ) to meet total qualification requirements at the GS-4 level. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Communication Computer Skills Medical Information Reasoning IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. 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. 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; religious; 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. Physical Requirements: In order to index and scan individual medical record documents requires repetitive keyboard entry of patient names, number, and date of service and document @types. Potential for repetitive motion injury is present. The majority of the paper filing actions required of personnel routinely involves the physical activities of walking, bending/stooping, reaching, and standing for log periods of time. The periodic activity of prepared records for transfer to the National Archives requires the records be placed in boxes. Lifting of baskets and/or boxes containing records weighing from twenty five (25) to seventy (70) pounds is routinely done. Work Environment: Work is performed in an office setting in Health Information Management Section within this Medical Center with computers, printers, and copiers and is encircled by open shelves, card files. Extra precautions must be exercised due to the congested space. The employee has available for his/her use, back supports, carts, and wrist splints that can be used for various filing and delivery activities. The employee is also responsible for attending all mandatory annual fire/safety protection classes available. Due to the nature of the protected health information contained in the medical record the specialist will be required to access this area by using a cipher lock that has a multiple digit access code. 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 IMPORTANT: 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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov). Additional Information 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.
