File Clerk

Job Title: File Clerk

Quick Facts

• Schedule: Monday–Friday, 7:00am–3:30pm
• Department: Veterans Health Administration (VHA), Butler VAMC, Health Information Management Section (HIMS)
• Telework: May be authorized (eligibility discussed during interview)

Description

The File Clerk maintains accessible health records to support direct and indirect patient care by managing receipt and scanning of health documents. This role includes intake, electronic scanning, indexing, quality control, secure handling, and transfer or destruction of health and administrative information. Work is performed in VistA Imaging to ensure documents are correctly associated to patients and meet required criteria.

Responsibilities

• Receive, intake, scan, index, perform quality control, and transfer/destroy health and administrative documents
• Electronically scan health information documents into VistA Imaging
• Verify correct patient association, record integrity, and image quality in VistA Imaging
• Conduct regular quality checks within prescribed timeframes and criteria
• Notify the Lead File Clerk/Supervisor when images are scanned into the wrong record, are indexed incorrectly, or are corrupted
• Review documents for appropriate scanning criteria and ensure integration into CPRS via PC scanning software/hardware
• Index loose materials and documents imported from other devices/sources (PDF, TIFF, JPEG, etc.)
• Maintain confidentiality and follow secure procedures for mailing and destroying paper or electronic health information
• Perform clerical filing and retrieval using terminal digit and alphabetic tiling systems; support records retention, disposition, guardianship, and control
• Communicate with administrative and clinical staff to locate and obtain health records
• Assist medical center staff in recognizing appropriate nomenclature and indexing terms for non-VA documents
• Retrieve hard-to-find records using VistA Imaging and patient locator tools; conduct extensive searches when initial searches fail
• Support Release of Information activities using VistA Imaging and patient locator cards

Requirements

• U.S. citizenship
• Complete all required application steps, including an online assessment
• Selective Service registration required for males born after 12/31/1959
• Subject to background/security investigation
• Complete online onboarding and provide acceptable identification for pre-employment requirements
• Participation in the seasonal influenza vaccination program for VA Health Care Personnel
• Serve a 1-year probationary period or 2-year trial period
• Meet qualification requirements by the closing date: either 1 year general progressively responsible clerical/office experience (including scanning hardware/software troubleshooting, electronic file filing/retrieval, records retention procedures, confidentiality, and communication) or 2 years accredited education above high school (transcripts required), or a qualifying combination (transcripts required)

Benefits

A career with the U.S. government includes a comprehensive benefits package. Eligibility depends on position type and whether the role is full-time, part-time, or intermittent.