The File Clerk position is located in the Health Information Management Section (HIMS), of Health Administration Service (HAS), of the Department of Veterans Affairs (VA), Veteran's Health Administration (VHA), Fort Harrison, Montana. 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.

Duties

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Performs receipt, intake, scanning, indexing, quality control, destruction and transfer of health and administrative information. Scans various health information documents into imaging software. Assures that the scanned documents are associated to the correct patient and note or consult. Reviews documents for appropriate scanning criteria. Ensures that all necessary health/administrative information meeting the criteria is entered through the scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape and loose hanging tape are removed from the documents. Scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup. Indexes all documents imported from other devices or sources. 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). Confirms record integrity and reviews the image quality. Notifies the Supervisor when images are scanned incorrectly or are corrupted. Promotes a positive image of the facility with emphasis on customer service by treating patients, co-workers, and medical center personnel with courtesy and respect. Communicates frequently with other administrative and clinical staff members in order to locate/obtain health records. Introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use. 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. Ensures sensitive health records are maintained in an extra-secure manner and available only to requesters in the scope of their official duties. Processes health record transfer requests to other VHA facilities when electronic health information is not adequate. Maintains a control system to assure that health records to other VHA facilities are recorded. Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations. 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. Retrieves records using a combination of computer-based patient treatment history and historical record transactions. References imaging and patient locator cards to support Release of Information activities. Conducts extensive searches for health records when initial searches have been unsuccessful. Work Schedule: Monday - Friday, 8:00am-4:30pm Recruitment & Relocation Incentives: Not authorized Financial Disclosure Report: Not Required

Requirements

Qualifications

IN ORDER TO QUALIFY FOR THIS POSITION AT THE GS-4 LEVEL, YOU MUST MEET THE FOLLOWING: 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 knowledge and skills needed to perform the duties of the position to be filled. Note: 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. ~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 at the GS-4 level. (TRANSCRIPT REQUIRED) ~AND~ In addition to the requirements above, the following is also required: TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience and/or education requirements, you must be able to type at least 40 words per minute. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Attention to DetailClericalComputer SkillsCustomer Service (Clerical/Technical) 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 work may involve occasional standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed fifty (50lbs) pounds. Pushing carts is routine mail pickup. 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/.

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: http://ope.ed.gov/accreditation/. 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: VHA National Recruitment Center
• Phone: (844)456-5208
• Email: [email protected]