File Clerk
Responsible for carrying out a variety of health information functions. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Ensure prior to scanning that the VHA-originated scanned images of paper documents included the patient identifiers (full name, last four digits of the SSN, and date of birth (DOB)). Reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware. Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations and performs timely filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship and control of health records in both terminal digit and alphabetic filing systems. The incumbent is responsible for communicating/contacting daily, or as often as necessary, with other administrative and clinical staff members in order to locate/obtain health records. Retrieves records using a combination of computer-based patient treatment history and historical record transitions to deduce locations of hard-to-find records. Files inactive records by terminal digit method (reverse order pairs), ensuring records are properly labeled with corresponding new barcode labels and appropriate decals when scanning the record is not feasible. Processes health record transfer requests to other VHA facilities when electronic health information is not adequate and maintains a control system to assure that health records transferred are recorded into VISA. Through CPRS and manual review of patient record activity the incumbent prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA). Performs other related duties as assigned, including providing occasional back-up for the Records Completion Unit. Work Schedule:
Monday through Friday, 7:
30am until 4:
30pm Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD02547A Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required Notifications:
This is a NAGE bargaining unit position Time-in-Grade Restriction - 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. The grade may have been in any occupation but must have been held in the Federal service. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Veterans preference does apply Incomplete applications will not be considered. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/15/2020. 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-4 position you must have served 52 weeks at the GS-3. 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:
General
Experience:
One (1) year of General experience, 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 Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two (2) years above high school, Education must be successfully completed in any field for which high school graduation the equivalent is the normal prerequisite. OR, Combination:
Applicants may also combine education and experience to qualify at this level You will be rated on the following Competencies for this position:
Computer SkillsCritical ThinkingCustomer ServiceStandards 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; religions; 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. Note:
A full year of work is considered to be 35-40 hours of work per week. 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. Physical Requirements:
The work is mostly sedentary; however until records have been automated, work may involve considerable walking, standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Monday through Friday, 7:
30am until 4:
30pm Telework:
Not available Virtual:
This is not a virtual position. Position Description/PD#:
File Clerk/PD02547A Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required Notifications:
This is a NAGE bargaining unit position Time-in-Grade Restriction - 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. The grade may have been in any occupation but must have been held in the Federal service. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Veterans preference does apply Incomplete applications will not be considered. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/15/2020. 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-4 position you must have served 52 weeks at the GS-3. 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:
General
Experience:
One (1) year of General experience, 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 Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two (2) years above high school, Education must be successfully completed in any field for which high school graduation the equivalent is the normal prerequisite. OR, Combination:
Applicants may also combine education and experience to qualify at this level You will be rated on the following Competencies for this position:
Computer SkillsCritical ThinkingCustomer ServiceStandards 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; religions; 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. Note:
A full year of work is considered to be 35-40 hours of work per week. 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. Physical Requirements:
The work is mostly sedentary; however until records have been automated, work may involve considerable walking, standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records. 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/.
- Department:
0305 Mail And File - Salary Range:
$34,750 to $45,173 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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