File Clerk

Veterans Health Administration • Marion, IL

4d • Onsite

About The Position

The incumbent serves as a scanning specialist as a primary position at the Marion location as part of the Health Information Management Service, Health Administration Service, Marion VAMC, Marion IL. Duties In this position, you will serve as File Clerk. Typical work assignments include: Technical work concerned with processing, indexing, and entering of selected paper medical documents into the electronic medical record. Assists in controlling all information arriving and leaving the scanned electronic and paper documents. Reviews medical records received from non-VA healthcare facilities against local policy to determine which documents are to be scanned, and when necessary, obtain guidance from providers. Enters an administrative note into the Computerized Patient Records System (CPRS) in order to scan and index the medical records received from our fee vendors. Assist in maintaining a quality control program and scanning index database. Protects data from unauthorized release or from loss, alteration, or unauthorized deletion. Maintains excellent customer service by continuously promoting a positive image with emphasis on customer satisfaction by treating patient, co-workers and medical personnel with the utmost courtesy and respect. Responds to customer needs in a positive and efficient manner and fully protects the confidentiality of established guidelines and policy. Employs a cooperative attitude in interactions with co-workers and supervisors regularly and cooperatively assists co-workers when needs arise. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction and transferring of health and administrative information. Scans various health information documents into facility computer system assuring the documents are associated to the correct patient. Reviews documents for appropriate scanning criteria. Indexes all documents imported from other devices or sources. Utilizes a computer to perform a variety of record keeping, correspondence and tracking operations and performs timely filing, retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. Performs other duties as assigned.

Requirements

• Must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
• Applicants who refuse to be tested will be denied employment with VA.
• 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 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.
• One year of general experience in the normal line of progression for the occupation in the organization. Examples of general experience would typically include, but are not limited to: Scan documents, use automated software, general clerical experience.
• OR, Education (Transcripts Required): Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have an Associates degree or two (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. 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 or classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school.
• OR, Combination of Education and Experience (Transcript Required): Applicants may also combine education and experience to qualify at this level. 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 grade level.
• Your experience must be documented on your resume.
• A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
• 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.
• 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.

Nice To Haves

• Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Responsibilities

• Processing, indexing, and entering of selected paper medical documents into the electronic medical record.
• Assisting in controlling all information arriving and leaving the scanned electronic and paper documents.
• Reviewing medical records received from non-VA healthcare facilities against local policy to determine which documents are to be scanned, and when necessary, obtain guidance from providers.
• Entering an administrative note into the Computerized Patient Records System (CPRS) in order to scan and index the medical records received from our fee vendors.
• Assisting in maintaining a quality control program and scanning index database.
• Protecting data from unauthorized release or from loss, alteration, or unauthorized deletion.
• Maintaining excellent customer service by continuously promoting a positive image with emphasis on customer satisfaction by treating patient, co-workers and medical personnel with the utmost courtesy and respect.
• Responding to customer needs in a positive and efficient manner and fully protecting the confidentiality of established guidelines and policy.
• Employing a cooperative attitude in interactions with co-workers and supervisors regularly and cooperatively assisting co-workers when needs arise.
• Performing duties related to the receipt, intake, scanning, indexing, quality control, destruction and transferring of health and administrative information.
• Scanning various health information documents into facility computer system assuring the documents are associated to the correct patient.
• Reviewing documents for appropriate scanning criteria.
• Indexing all documents imported from other devices or sources.
• Utilizing a computer to perform a variety of record keeping, correspondence and tracking operations and performing timely filing, retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems.
• Performing other duties as assigned.

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree