File Clerk

Veterans Health Administration•Chillicothe, OH

1d•Onsite

About The Position

This position serves as a File Clerk/Scanning Specialist in the Chillicothe VA Medical Center’s Patient Business Service, Health Information Management (HIM), Medical Records File/Scanning Section. The position reports to the Chief of HIMS and coordinates the timely and accurate scanning and importing of patient medical and administrative documents. The role includes scanning and importing, indexing, quality control, and destruction of health and administrative information. The File Clerk reviews documents for scanning criteria, including authentication and priority under the scanning priority matrix and local standard operating procedures; prepares documents for scanning; and verifies that scanned images are accessible, legible, and associated with the correct patient and note. The position is onsite and follows a Monday-through-Friday schedule from 7:30 a.m. to 4:00 p.m.

Requirements

One year of general experience equivalent to at least the next lower grade GS-3, involving progressively responsible clerical, office, or other work demonstrating the ability to acquire relevant knowledge and skills; OR at least two years of education above high school; OR a qualifying combination of experience and education beyond two years of education above high school.
Maintain confidentiality of patient information, as included among the examples of qualifying experience.
Must be a U.S. citizen.
Males born after December 31, 1959, must be registered with Selective Service.
Must complete the required application steps, questionnaire, and online assessment.
Must complete a background/security investigation and online onboarding process.
Must participate in the seasonal influenza vaccination program for VA Health Care Personnel.
Must serve a one-year probationary period or two-year trial period.
A transcript must be provided if qualifying based wholly or partly on education; qualifying education must be from an institution recognized by the U.S. Department of Education.

Responsibilities

Scan and import clinical and administrative documents, including non-medical documents requested by clinical providers as supporting evidence of medical decision-making.
Index documents and perform quality control on scanned information.
Verify that scanned documents are associated with the correct patient and note, and review image accessibility and quality.
Notify the supervisor when images are scanned into the wrong patient’s record, indexed incorrectly, or corrupt.
Review documents for appropriate scanning criteria, including proper authentication and priority according to the scanning priority matrix and local standard operating procedures.
Prepare documents for scanning by removing paper clips and staples.
Perform duties related to the destruction of health and administrative information.