File Clerk

Veterans Health Administration•Vancouver, WA

2d•Onsite

About The Position

This position is in the Health Information Management Section of the Business Office Service Line at the VA Portland Health Care System’s Vancouver VA Medical Center in Vancouver, Washington. The File Clerk serves as a Scanning Clerk and handles the receipt, scanning, indexing, importing, and transfer of health and administrative information. This is not a virtual position; the employee must live within or be willing to relocate within a commutable distance of the duty location. The role involves associating health and administrative documents with the correct patient records in CPRS and VistA, integrating scanned records into the Electronic Health Record (EHR), processing and reviewing records, correcting indexing or documentation problems, and coordinating record transfers with clinical and administrative staff and other healthcare facilities. The employee must maintain the confidentiality and security of patient information and follow applicable VA policies and procedures. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Recruitment and relocation incentives are not authorized, and the Critical Skills Incentive is not approved. The position requires U.S. citizenship, is subject to a background/security investigation, and includes a one-year probationary period. Seasonal influenza vaccination is required for VA Health Care Personnel.

Requirements

U.S. citizenship is required.
Selective Service registration is required for males born after December 31, 1959.
Must be subject to and pass a background/security investigation.
Must complete the online onboarding process and provide acceptable identification for pre-employment requirements.
Participation in the seasonal influenza vaccination program is required for VA Health Care Personnel.
Must serve a one-year probationary period.
For the GS-04 qualification based on experience: one year of general experience in progressively responsible clerical, office, or other work demonstrating the ability to acquire the knowledge and skills needed for the File Clerk position.
For the GS-04 qualification based on education: two years of successfully completed education above high school in any field for which high school graduation or equivalent is the normal prerequisite, at an accredited business, secretarial, technical school, junior college, college, or university.
Applicants may qualify at the GS-04 level through an equivalent combination of post-high-school education and experience.
Applicants relying on education must submit a transcript; education used to qualify must be from an institution recognized by the U.S. Department of Education.
A resume must provide complete employment details, including dates, duties, and hours worked per week, to receive experience credit.
Competencies assessed include attention to detail, clerical skills, communications, computer skills, and information management.

Responsibilities

Scan, index, and electronically associate health and administrative documents with the correct patient records in CPRS and VistA using designated software and hardware.
Assign appropriate document types and nomenclature, apply electronic signatures, and ensure scanned records are accurately integrated into the Electronic Health Record.
Retrieve, track, and process health records, reviewing documentation for accuracy, completeness, and proper placement.
Investigate and correct indexing errors, missing or incomplete documentation, and misfiled records in coordination with clinical and administrative staff.
Import, index, and categorize electronic and paper medical documents into the EHR according to established procedures and patient care requirements.
Enter, edit, compose, send, and receive data and correspondence related to medical records and documentation.
Coordinate the transfer and receipt of medical records with clinical staff, administrative personnel, medical centers, and other healthcare facilities.
Review incoming documentation for accuracy and completeness, identify discrepancies, and initiate follow-up actions to ensure timely processing and availability of records.
Verify the accuracy, completeness, and proper maintenance of scanned, imported, and indexed medical records in accordance with VA policies and procedures.
Maintain the confidentiality and security of patient information, follow applicable privacy and safety requirements, and report unsafe practices or conditions.
Perform other related duties as assigned.