Summary This position is located within the Health Information Management Section of the Business Office Service Line at VA Portland Health Care system - Vancouver VA Medical Center in Vancouver, WA. The File Clerk serves as a Scanning Clerk and is responsible for the receipt, scanning, indexing, importing, and transfer of health and administrative information. 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 but not limited to: Scanning, indexing, and electronically associating health and administrative documents with the correct patient records in CPRS and VistA using designated software and hardware Assigning appropriate document @types and nomenclature, applying electronic signatures, and ensuring accurate integration of scanned records into the Electronic Health Record (EHR) Retrieving, tracking, and processing health records while reviewing documentation for accuracy, completeness, and proper placement Investigating and correcting indexing errors, missing or incomplete documentation, and misfiled records while coordinating with clinical and administrative staff Importing, indexing, and categorizing electronic and paper medical documents into the EHR according to established procedures and patient care requirements Entering, editing, composing, sending, and receiving data and correspondence related to medical records and documentation Coordinating the transfer and receipt of medical records with clinical staff, administrative personnel, medical centers, and other healthcare facilities Reviewing incoming documentation for accuracy and completeness, identifying discrepancies, and initiating follow-up actions to ensure timely processing and availability of records Verifying the accuracy, completeness, and proper maintenance of scanned, imported, and indexed medical records in accordance with VA policies and established procedures Maintaining the confidentiality and security of patient information, following applicable privacy and safety requirements, reporting unsafe practices or conditions Performing other related duties as assigned Work Schedule: Monday to Friday; 08:00 a.m. to 04:30 p.m. 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 Minimum Requirement: The following are minimum requirements for appointment as a File Clerk in the Veterans Health Administration (VHA), which all applicants must meet. Specialized Experience (GS-04): You must have one (1) year of general experience. General experience is 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, i.e., File Clerk. (CLEAR DETAILS OF EXPERIENCE REQUIRED: Your resume must show complete information for each job entry, such as beginning and ending dates of employment, duties performed, and/or total hours worked per week.) OR, Education (GS-04): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of successfully completed education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. NOTE: One year of full-time undergraduate 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 or technical school. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) OR, Combination (GS-04): Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of successfully completed post-high school education and experience. (UNOFFICIAL TRANSCRIPT REQUIRED: If you do not submit your transcript, your application may not be reviewed.) You will be rated on the following Competencies as part of the assessment questionnaire for this position: Attention to Detail Clerical Communications Computer Skills Information Management 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: The work is performed in an office setting in the Health Information Management Section within the facility. The work is normally performed in an office setting that is adequately heated lighted, and ventilated. 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.
