File Clerk

Summary

This is the full performance level of the position. This position is in the section of Health Information Management (HIM) section, under the Health Administration Services (HAS136) at the Central California Healthcare System (VACCHCS) in Fresno, CA. The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner.

Duties

This position performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of medical and administrative information. File Clerk controls all information arriving and leaving the medical center from HIM section. The VACCHCS in Fresno, California has a requirement for indexing of medical and administrative active record files into Veterans Health Information Systems and Technology Architecture (VistA) Imaging, an electronic medical records system. These services include accurately attaching indexed images to the appropriate electronic health record. Accuracy is extremely important to maintaining the integrity of the medical record. The File Clerk shall provide all resources necessary to accomplish the requirements described in this position description. Specifically, the File Clerk shall perform file room services, or scanning/importing and indexing of newly generated and backlogged clinical documentation for inclusion into the health record, including VACC documentation at specified VAMCs in a defined, accurate, timely, measurable, and fiscally responsible manner that protects the interests of VA. Duties include but are not limited to: Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties, including the use of computerized records tracking via alphanumeric or decimal systems associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records in both terminal digit numeric and alphabetic filing systems. File Clerk will regularly leverage the use of Microsoft Office programs such as Outlook, Teams, Excel, and Word. Other duties include the receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record in the Computerized Patient Records System (CPRS.) File Clerk will index documents by tagging, labeling, and categorizing the record making it readily accessible and retrievable. This will include identifying and extracting key identifiers from within each record and ensuring instantaneous cross-referencing and retrieval of any file or document via text-based searches within CPRS, VistA Imaging Capture, and various linked VHA sharepoint dashboards. Careful review and attention to detail is required. This work impacts patient safety and allows all providers across the medical center clinical services and the Emergency Department to quickly review medical records because of proper indexing avoiding detrimental delays in care. The File Clerk is responsible for electronically scanning various paper medical information documents into the VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the CPRS through document indexing. The File Clerk will provide recommendations to improve filing/scanning procedures that are associated with the tasks in this position and providing statistical data related to loose filing and files previously and currently unaccounted. Must be flexible to manage a workload that is not consistent from day-to-day to undertake a variety of other administrative duties as assigned by the Chief of HIM or File Room Supervisor. When records are received, the File Clerk reviews all necessary medical/administrative information for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the personal computer (PC) scanning software and hardware. File Clerk determines where to classify materials/documents and cross-references the patient chart to discern where the record is to be appropriately indexed. The File Clerk ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. The File Clerk ensures that records will be identified with Name-Date of Birth-and last 4 of SSN before scanning. The File Clerk scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference. The File Clerk also correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in VistA Imaging. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Must index this information using PCNistA application bridges. Other duties as assigned. Work Schedule: Monday-Friday 8:00am-4:30pm or as determined by supervisor Position Description/PD#: File Clerk/PD03614A

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/12/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a position you must have served 52 weeks at the . The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Experience: You must have 6 months of experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organization. Examples of experience would typically include, but are not limited to: Knowledge of multiple systems and current computer technology regarding imaging applications, PC scanning applications, and numerous VistA applications. Uses computer skills to carry out duties associated with scanning, indexing of images, errors, and other tracking data. Knowledge of the content and format of medical and administrative records, including the filing sequence of documents, as well as filing systems and procedures. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 year above high school. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of experience and education beyond 1 year above high school. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recogniz