What are the responsibilities and job description for the File Clerk position at Veterans Health Administration?
This position is located in the Veterans Affairs (VA), Veteran's Health Administration (VHA), Sheridan, VA Health Care System (VAHCS), located in the Records Management Section of the Business Office. The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner.
GENERAL EXPERIENCE: Have at least 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. 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. NOTE: Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.
~OR~
SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.
~OR~
COMBINING EDUCATION AND EXPERIENCE: Have an equivalent combination of successfully completed post-high school education (beyond the second year) and specialized experience, as described above, which meet the total qualification requirements for this grade level. This education must have been obtained at an accredited business, secretarial or technical school, junior college, college or university. NOTE: Your experience must be documented in your resume and transcripts are required.
You will be rated on the following Competencies as part of the assessment questionnaire for this position:
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/Working Conditions: The work is mostly sedentary and is performed in a clinic responsible for treating patients with a wide variety of medical problems. Normal safety precautions and practices are required for working in a healthcare environment. This position requires emotional ability to deal effectively with multi-tasking and high volume of patient flow. Other physical demands include reaching, bending, stretching, walking, and carrying light loads of supplies. Work involves everyday risks or discomforts typically associated with offices, and meeting and training rooms. Work areas are adequately heated, lighted, and ventilated.
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 include, but may not be limited to the following:
Recruitment & Relocation Incentives: Not authorized
Financial Disclosure Report: Not Required
Qualifications:
TO QUALIFY FOR THIS POSITION AT THE GS-04 LEVEL YOU MUST MEET THE FOLLOWING CRITERIA:GENERAL EXPERIENCE: Have at least 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. 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. NOTE: Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.
~OR~
SUBSTITUTION OF EDUCATION FOR EXPERIENCE: 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. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.
~OR~
COMBINING EDUCATION AND EXPERIENCE: Have an equivalent combination of successfully completed post-high school education (beyond the second year) and specialized experience, as described above, which meet the total qualification requirements for this grade level. This education must have been obtained at an accredited business, secretarial or technical school, junior college, college or university. NOTE: Your experience must be documented in your resume and transcripts are required.
You will be rated on the following Competencies as part of the assessment questionnaire for this position:
- Attention to Detail
- Clerical
- Communications
- 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/Working Conditions: The work is mostly sedentary and is performed in a clinic responsible for treating patients with a wide variety of medical problems. Normal safety precautions and practices are required for working in a healthcare environment. This position requires emotional ability to deal effectively with multi-tasking and high volume of patient flow. Other physical demands include reaching, bending, stretching, walking, and carrying light loads of supplies. Work involves everyday risks or discomforts typically associated with offices, and meeting and training rooms. Work areas are adequately heated, lighted, and ventilated.
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/.
Responsibilities:
***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***Duties include, but may not be limited to the following:
- 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 ensure 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; follows appropriate procedures when mailing and disposing of health information; and ensures sensitive health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties;
- Searches and obtains from files previous correspondence or related subject matter and forwards the assembled material to the proper official for action;
- Maintains an up-to-date master file of all administrative circulars, notices and publications and provides complete sets to field offices upon request;
- Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations; and performs 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;
- Performs other related duties as assigned.
Recruitment & Relocation Incentives: Not authorized
Financial Disclosure Report: Not Required
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