File Clerk

Summary

The File Clerk will serve as a File Scanning/Medical Record Specialist in the File Room of the Health Information Management Section, Business Office, located at the Robley Rex Veterans Affairs Healthcare System in Louisville, KY.

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Duties

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***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

The File Clerk performs duties related to the receipt, intake, indexing, scanning, retirement, transfer, and daily loose filing of health records and administrative information. Duties will include, but may not be limited to the following:

• Controls medical/administrative information relating to patient care arriving and leaving the medical record file unit and the medical center.
• Performs extensive searches for files when there is an urgent need, and the files cannot be retrieved by routine techniques.
• Ensures health/administrative record information is integrated into the appropriate programs through the personal computer scanning hardware and software.
• Completes transfer forms and mailing labels and maintains records logs on records sent/returned to other facilities.
• Promotes a positive image of the medical center with an emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and respect.
• Performs daily filing/retrieval and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of administrative and medical records in a terminal digit filing systems. Maintains loose filing in proper sequence, observing chronology.
• Charges/recharges medical and administrative records in the filing system. Audits and reviews medical record file shelves for misfiles or backlog of patient documentation/reports and corrects the situation.
• Applies knowledge of multiple computer systems and current computer technology regarding imaging applications, personal computer fax applications, and numerous record-related applications.
• Applies a reasonably sufficient knowledge of medical terminology, as well as diagnostic and clinical procedures for proper identification of documents, forms, and the many reports scanned into the medical record.
• Perform other duties, as necessary.

Work Schedule: Monday-Friday, 8:00am - 4:30pm

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI) : Not Approved

Requirements

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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

To qualify for this position, applicant(s) must meet at least one of the following qualification requirements.

EXPERIENCE: Requires one full year of General experience, defined as 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. (Resume must clearly support responses to the online questionnaire to receive credit. Please see the duties section of the announcement for detailed responsibilities of this position.) OR

EDUCATION (TRANSCRIPT REQUIRED): Successfully completed two years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. OR

COMBINATION (TRANSCRIPT REQUIRED): Equivalent combinations of successfully completed post-high school education (in excess of one year) and experience may be used to meet total experience requirements.

PHYSICAL REQUIREMENTS: The work requires physical activity such as bending, stooping, stretching, walking, and lifting. Boxes of records must be packaged and lifted for shipment. Carts are available for the movement of files and boxes. Much of the work is sedentary, working at a desk using computers and scanners. Extensive workloads, frequent interruptions, daily deadlines, chronic backlogs, and frequent daily contact in person or by computer are factors involved that create additional mental and physical demands on this position.

You will be rated on the following Competencies as part of the assessment questionnaire for this position:

• Clerical
• Organizational Awareness
• Security
• Technology Application

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.

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.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.