File Clerk (Office Automation)

Veterans Health Administration•Middleton, WI

11h•Onsite

About The Position

This position is in the William S. Middleton Memorial VA Hospital in Madison, Wisconsin, in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records. The primary duties are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner. This position is responsible for carrying out a variety of health information functions. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Responsible for electronically scanning various health information documents and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the electronic health record. Follows scanning procedures established by the Madison VA. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the electronic health record. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. When records are received, reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into the electronic health record through the scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. Scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in the electronic health record to facilitate future reference. Correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in the electronic health record. Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requesters in the scope of their official duties. Performs other duties as assigned.

Requirements

Must be a U.S. Citizen.
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.
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 effective May 7, 2025.
Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
Must serve a 1-year probationary period.
Typing proficiency: Must be able to type at least 40 words per minute.
One (1) year of general experience (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).
OR Two (2) years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite (from an accredited business, secretarial or technical school, junior college, college or university).
OR Equivalent combinations of education and general experience.
Must provide transcripts if basing qualifications on education.

Nice To Haves

Live within or be willing to relocate within a commutable distance of the duty location.

Responsibilities

Perform duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.
Electronically scan various health information documents and assure that the scanned documents are associated to the correct patient and note in the electronic health record.
Confirm record integrity and review image quality in the electronic health record after scanning and indexing.
Ensure regular quality checks are carried out according to prescribed timeframes and criteria.
Notify the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly, or are corrupted.
Review documents for appropriate scanning criteria and ensure all necessary health/administrative information is integrated into the electronic health record.
Remove paper clips, staples, tape, and loose hanging tape from documents prior to scanning.
Index loose material to the appropriate Clinical or Administrative setup in the electronic health record.
Correctly index all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc.
Maintain confidentiality of all electronic records and paper components of the health record.
Follow appropriate procedures when mailing and destroying health information in paper or electronic format.
Ensure sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requesters in the scope of their official duties.