File Clerk

Summary

This position is in the Veterans Affairs (VA) - Southern Arizona VA Medical Center (SAVAHCS) - located in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System (CPRS) or scanning procedures.

About the Role

The role involves performing the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. It also includes scanning documents electronically into computerized databases, ensuring document association to the correct patient record, and reviewing document scanning criteria to integrate necessary medical/administrative information into the appropriate database.

Responsibilities

• Ensures record integrity and reviews image quality
• Confirms record integrity and reviews image quality
• Maintains confidentiality of all electronic records and paper components of the health record
• Fulfills duties related to scanning documents, maintaining master files, and performing filing, retrieval, and clerical duties associated with health records.
• Performs other related duties as assigned.

Requirements

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 08/03/2026. 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 GS-04 position you must have served 52 weeks at the GS-03. 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.

Qualifications

• General experience: One (1) year of general experience that equipped you with the knowledge, skills, and abilities needed to successfully perform the duties of this position.
• Substitution of Education for Experience: Successful completion of two (2) years of education above the high school level in any field.
• Combining Education and Experience: Combination of successfully completed post high school education and experience may be used to meet total qualification requirements.

Competencies

• Clerical
• Communication
• Customer Service (Clerical/Technical)
• Technology Application
• Experience

Physical Requirements

The work is primarily sedentary; however, there may be lifting and carrying of bulky records and/or boxes, usually not exceeding 50 pounds. 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/.

Duties

• Performs the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information
• Scans documents electronically into computerized databases (i.e., imaging)
• Ensures the documents are associated to the correct patient record and confirms record integrity and reviews the image quality
• Reviews documents for scanning criteria and ensures necessary medical/administrative information meeting the criteria is integrated into the appropriate database through personal computer scanning software and hardware
• Maintains confidentiality of all electronic records and paper components of the health record
• Fulfills duties related to scanning documents, maintaining master files, and performing filing, retrieval, and clerical duties associated with health records.
• Performs other related duties as assigned.

Work Schedule

Monday through Friday 8:00am - 4:30pm

Virtual

This is not a virtual position

Position Description/PD#: File Clerk/PD94161A

Relocation/Recruitment Incentives:

Not Authorized

Critical Skills Incentive (CSI):

Not Approved