File Clerk (OA)

Veterans Health Administration • Jefferson Barracks, MO

6d

About The Position

This position is located in the Health Information Management section at the St. Louis VA Medical Center. The primary purpose is to maintain accessible health information and provide efficient service supporting direct and indirect patient care through timely receipt, preparation, scanning, indexing, quality review, tracking, and disposition of health and administrative documents. The position supports continued maintenance of the electronic health records system.

The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework may be authorized; eligibility will be discussed during the interview process. This is not a virtual position. Relocation/recruitment incentives, a Critical Skills Incentive, and Permanent Change of Station benefits are not authorized.

The work is mostly sedentary, but while records are being automated it may involve considerable walking, standing, and bending to search for health records. The position also involves lifting and carrying bulky records and boxes, usually not exceeding 50 pounds, and routinely pushing carts to retire records.

Requirements

• One year of general experience, such as progressively responsible clerical, office, or other work demonstrating the ability to acquire the knowledge and skills needed for the position; or two years of education beyond high school; or a combination of general experience and education beyond high school.
• U.S. citizenship is required.
• Selective Service registration is required for males born after December 31, 1959.
• Must be subject to a background/security investigation.
• Must complete the online onboarding process and provide acceptable identification for pre-employment requirements.
• Must participate in the seasonal influenza vaccination program for Department of Veterans Affairs Health Care Personnel.
• Must serve a one-year probationary period or two-year trial period, during which continued employment is evaluated.
• Competencies include Customer Service, Flexibility, Integrity/Honesty, Interpersonal Skills, Reading Comprehension, Self-Management, and Teamwork.
• A transcript must be submitted if education is used to qualify. Qualifying education must be from an institution recognized by the U.S. Department of Education; foreign education requires a Certificate of Foreign Equivalency with the transcript.

Responsibilities

• Receive, scan, index, create notes when applicable, quality-review, transfer, and destroy health and administrative information.
• Index scanned documents in the appropriate electronic application and associate them with the correct patient's electronic health record.
• Ensure that health and administrative information meeting scanning criteria is integrated into the electronic health record using approved scanning software and hardware.
• Use VA and approved applications to scan, import, classify, and index paper and electronic source documents, including documents from internal services and outside providers.
• Prepare records for scanning by confirming patient identification and scan readiness, and removing paper clips, staples, tape, and other items that interfere with scanning.
• Sort loose health record documents received daily, remove blank or duplicate pages, scan and index materials within established guidelines, and properly dispose of documents for unavailable records.
• Maintain daily productivity logs and other workload tracking tools for scanning and indexing, and provide them to the HIM Supervisor or designee within established timeframes.
• Track and retrieve health records and document requests and perform follow-up, including transfers between VA facilities and requests requiring confirmation of receipt and completion.
• Coordinate record transfers, follow-up, scanning, and indexing with clinical and administrative team members.
• Protect sensitive files from unauthorized release, loss, alteration, or deletion, and secure workstations or log off systems when leaving the terminal.

Benefits

• Federal employees and their families have access to a comprehensive benefits package.
• Prior federal or military service may be credited toward annual leave accrual, if requested and approved before appointment; approval is not guaranteed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed