Lead File Clerk

Quick Facts

• Role: Lead File Clerk (File Room/Scanning Unit, Health Information Management)
• Work schedule: Monday–Friday, 8:00am–4:30pm
• Telework: Not authorized

Description

Serve as the Lead File Clerk for the File Room/Scanning Unit within Health Information Management, overseeing the receipt, scanning, indexing, quality control, and destruction of non-electronic health and information records. You will monitor productivity, perform quality audits to ensure scan integrity and accuracy, integrate documents into the Electronic Health Record, and ensure appropriate document distribution. The position also includes customer service leadership and training for Medical Record File Room personnel.

Responsibilities

• Maintain workload and productivity reports; perform monthly spot checks and report findings to the supervisor
• Resolve simple employee complaints and communicate available services; report performance, progress, training needs, and disciplinary issues
• Notify the supervisor of unusual or complex issues affecting daily unit operations
• Provide recommendations regarding promotions, reassignments, recognition, staffing, progress, training, equipment, and space
• Assist in maintaining monitors reflecting unit workload; document problems and recommendations
• Conduct quality audits after scanning and indexing to ensure integrity of scanned images
• Ensure paper documentation is destroyed per VHA Record Control Schedule (RCS 10-1)
• Maintain a daily productivity log for scanning and indexing activities
• Provide courteous, responsive customer service to patients, visitors, volunteers, and staff; handle conflicts constructively
• Maintain full confidentiality of Veteran health information, access to computer files, and release of access codes
• Sort, scan, and index daily loose medical record documentation within guidelines and timelines; ensure proper document distribution and manage backlogs
• Perform quality checks on completed scans (legibility, completeness, prevention of erroneous scanning to incorrect files)
• Train Medical Record File Room personnel on operations including filing sequence, retrieval, transfer, Record Tracking, and other Electronic Health Record-related programs
• Coordinate retirement and timely shipment of medical records to storage facilities with the facility Records Manager

Benefits

Comprehensive federal benefits package (eligibility depends on position type and schedule).