File Clerk

Health Information Management Duties

*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

• Receives, sorts, and logs incoming health and administrative documents, and prepares them for scanning and filing according to established Health Information Management (HIM) procedures.
• Indexes and scans health and administrative documents into VISTA Imaging and CPRS, applies the correct document nomenclature, verifies image quality, and ensures each document is accurately linked to the correct patient record.
• Files paper medical and administrative records in the designated filing system and maintains the integrity and organization of paper record volumes in accordance with Medical Records File Room procedures.
• Retrieves and delivers paper or electronic records upon authorized request from clinicians, administrative staff, and other personnel who have a right of access, ensuring timely availability of records needed for patient care.
• Searches for records using VISTA, CPRS, and record tracking tools, and uses established references or indices to locate misfiled, incomplete, or difficult to find documents.
• Maintains and updates tracking information for paper and scanned records to ensure accurate record location, movement, and status within HIM record tracking systems.
• Prepares records for retention, disposition, and transfer in accordance with VHA records management requirements, including boxing and organizing inactive records for shipment to the Federal Records Center or transfer to other VHA medical facilities.
• Transfers records requested by other VHA medical centers or outpatient clinics and coordinates receipt of incoming transferred records following established procedures.
• Ensures all paper and electronic records containing sensitive patient information are protected under the Privacy Act of 1974, VHA Handbook 1605.1, federal regulations, and medical center policies, and restricts access to printed and electronic files to authorized individuals.
• Responds to staff inquiries regarding record availability and provides guidance on locating information that exists only in electronic systems when necessary.
• Identifies scanning or equipment issues and performs basic troubleshooting and notifies the ADPAC or appropriate support resource when problems exceed basic troubleshooting steps.
• Supports routine archival and maintenance tasks by organizing scanned batches, completing quality checks, and confirming that all scanned records are stored properly within VISTA Imaging and CPRS.
• Assists HIM staff by providing requested records or record information needed to complete Release of Information (ROI) or other administrative processes, without performing ROI determinations.
• Communicates courteously and professionally with clinicians, administrative staff, other VHA facilities, and Federal Records Centers during record retrieval, movement, and transfer activities.
• Performs other related duties as assigned.

Work Schedule: Monday-Friday, 7:30 a.m. to 4:00 p.m.

Recruitment & Relocation Incentives: Not authorized

Critical Skills Incentive (CSI): Not approved