File Clerk

U.S. Department of Veterans Affairs; Charlotte (NC); On-site; USD 29,000 - 36,000; Full time

Job summary

U.S. Department of Veterans Affairs in Charlotte, NC is seeking a File Clerk to support the Patient Administration Service. The role involves handling receipt, intake, scanning, indexing, and transferring health documents to patient records using CPRS/TIU tools.

You will maintain tracking systems and ensure timely processing of documents for direct and indirect patient care. Responsibilities include quality control, document destruction, and referencing health information from various sources.

Qualifications

• General experience with records scanning and indexing.
• Experience using hospital imaging/scanning systems.
• Ability to organize and maintain patient records.

Responsibilities

• Handle receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.
• Index scanned documents into CPRS/TIU and ensure correct patient linkage.
• Maintain productivity spreadsheets and tracking for missing or unauthenticated documents.
• Assist with information flow in the file room and support CHIMS duties.
• Work 8:00am–4:30pm, Monday to Friday, on-site; telework not authorized.

Skills

Records management

Data entry

Imaging/scanning

CPRS TIU

Education

2 years of education above high school

Tools

SQL

Job description

Summary

This position is located in the Patient Administration Service at the Charlotte HCC location. 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.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/22/2026. 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:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: knowledge of multiple systems and current computer technology regarding imaging and scanning applications in order to properly scan items into patient's medical files and to retrieve information - utilizes computer skills to carry out duties associated with transferring information and maintaining a record request file.

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years of education above high school. 1 year is considered to be 30 credit hours.

Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond high school. For more information on these qualification standards - please visit https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Duties

• Major Duties to include but not limited to the following: Performs duties related to the receipt - intake - scanning - indexing - quality control - destruction - and transfer of health and administrative information
• Assists with the control of all information arriving and leaving the file room
• Indexes each scanned document into a Structured Query Language (SOL) database which is accessed via CPRS (Computerized Patient Record System) and Graphical User Interface (GUI) tools
• then connects each scanned document into the correct patient's CPRS record - to the appropriate Text Integration Utilities (TIU) document - assigns the appropriate document naming convention when applicable - creates a new note - and electronically signs the note created
• Sorts loose health record documents received daily - scans and indexes materials accordingly on a timely basis and within established guidelines
• Analyzes and researches numerous and varied medical and administrative reports received from non-VA health care facilities when making a determination as to how these documents are to be indexed
• Maintains a daily productivity spreadsheet of scanning and indexing activities
• Maintains a tracking system to follow up on missing - incomplete or unauthenticated documents to assure timely scanning
• Performs other related duties and special projects as assigned by CHIMS - direct supervisor or designee
• Work Schedule: 8:00am - 4:30pm - Monday - Friday Telework: Not Authorized Virtual: This is not a virtual position
• Position Description/PD#: File Clerk/PD019030Financial Disclosure Report: Not required