File Clerk - Health Information Management Service

Veterans Health Administration • Dallas, TX

6d • Hybrid

About The Position

The File Clerk supports the Health Information Management Service (HIMS) at the Dallas, Fort Worth, and Bonham campuses of the VANTHCS in Dallas, Texas. The position supports continuity of patient care by managing the receipt, intake, scanning, importing, and indexing of medical and administrative records, ensuring that information is accurately and promptly entered into electronic health records. The clerk helps maintain the accuracy, accessibility, and confidentiality of records so that health information is available for patient care and organizational operations.

The work involves document scanning and indexing, quality review, records retrieval and tracking, and clerical support. It requires attention to detail, customer service, teamwork, and proficiency with automated systems. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is ad hoc; the position is not virtual. Work is sedentary and requires concentration, organization, and the ability to work under pressure and within time frames. Physical demands may include reaching for documents on shelves, walking, and lifting paper documents.

This is a permanent federal position with a one-year probationary period or two-year trial period. Relocation and recruitment incentives and permanent change of station are not authorized.

Requirements

• U.S. citizenship.
• Complete all required application and assessment steps, including an online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Meet the GS-04 time-in-grade requirement, if applicable: 52 weeks at GS-03 in the federal service.
• One year of general experience equivalent to at least GS-03, such as receiving, intake, scanning, indexing, or destroying health and administrative information; retrieving or transferring medical records; performing record tracking and scanning processes; and treating patients and coworkers with courtesy and respect.
• Alternatively, two years of education above high school may substitute for the required experience, or a combination of qualifying education and experience may be used as described in the announcement.
• A transcript must be submitted if education is used to qualify.
• Ability to complete a background/security investigation and required online onboarding.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Receive, review, scan, import, index, and maintain medical and administrative records in electronic health record systems.
• Ensure records are associated with the correct patient record and classified appropriately in VistA/CPRS.
• Verify document quality, completeness, and readability before scanning and indexing.
• Conduct quality-control reviews and correct routine document discrepancies according to established procedures.
• Research, retrieve, file, track, and dispose of records in compliance with records management requirements.
• Protect sensitive patient and administrative information in accordance with the Privacy Act, HIPAA, and agency policies.
• Use automated systems, document management applications, and scanning equipment to process health information.
• Provide clerical and administrative support for Health Information Management Service operations.
• Assist in training staff on document scanning, indexing, and electronic filing procedures.
• Resolve routine records-related issues, including locating and reconciling missing records.
• Communicate with clinical and administrative staff and external healthcare facilities to support the exchange of health information.
• Assist with workload demands, staffing shortages, and other related administrative duties.

Benefits

• Federal employee benefits package available to the employee and family; specific eligibility depends on position type and other factors.
• VA may grant credit for job-related non-federal experience or active-duty uniformed military service when determining annual leave accrual, subject to request and approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED