File Clerk

Summary Serves as a File Clerk in Oklahoma City, Oklahoma. Responsible for converting paper and electronic health records into the Veterans Health Administration's electronic health record system. Reviews, prepares, scans, indexes, and maintains medical and administrative documents while ensuring record integrity, image quality, confidentiality, and compliance with VHA policies and established scanning procedures to support timely patient care. Responsibilities THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION Major duties and responsibilities include: Receive, review, and process health and administrative records for electronic imaging in accordance with established scanning procedures. Prepare documents for scanning by removing paper clips, staples, tape, and other materials and ensuring documents meet scanning criteria. Scan paper and electronic documents into VistA Imaging and ensure documents are associated with the correct patient record and document type. Index medical and administrative records accurately in CPRS/VistA Imaging to ensure complete and retrievable electronic health records. Perform quality control reviews by verifying image quality, record integrity, and accurate indexing, and report scanning errors or discrepancies. Import electronic documents (e.g., PDF, TIFF, JPEG) into the electronic health record system and ensure proper indexing. Maintain, retrieve, file, and track health records using automated record management and record tracking systems. Protect the confidentiality and security of patient information by following HIPAA, Privacy Act, VHA directives, and records management policies when handling, storing, transferring, mailing, and destroying records. Utilize CPRS, Vista Imaging, and other automated office systems to process, maintain, and retrieve electronic health records. Communicate with clinical and administrative staff to obtain missing documentation, resolve record discrepancies, and provide guidance on document indexing and record management procedures. Perform duties as assigned. Work Schedule: Full-Time; Monday through Friday; 8:00 am to 4:30 pm Recruitment & Relocation Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications IN ORDER TO QUALIFY FOR THIS POSITION AT THE GS-4 LEVEL YOU MUST MEET THE FOLLOWING CRITERIA: GENERAL EXPERIENCE: You must possess one (1) year of general experience, that equipped you with the knowledge, skills and abilities needed to successfully perform the duties of this position? General experience is progressively responsible clerical, office or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled. ~OR~ SUBSTITUTION OF EDUCATION FOR EXPERIENCE: You must have successfully completed two (2) years of education above the high school level in any field? This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate study is defined as 30 semester hours, 45 quarter hours or the equivalent in a college or university or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial or technical school. (TRANSCRIPT REQUIRED). ~OR~ COMBINATION OF EXPERIENCE AND EDUCATION: You must possess equivalent combinations of successfully completed post-high school education and experience to meet total qualification requirements? (TRANSCRIPT REQUIRED). You will be rated on the following Competencies as part of the assessment questionnaire for this position: Attention to Detail Clerical Computer Skills Information Management IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Physical Requirements: The work is mostly sedentary; however, some bending, stretching, walking and lifting are required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education IMPORTANT: 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 recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Recognition of Foreign Qualifications | International Affairs Office (ed.gov). Additional Information This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.