File Clerk

U.S. Department of Veterans Affairs; Columbia Township (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

U.S. Department of Veterans Affairs in Missouri is seeking a File Clerk to manage patient medical records within the Health Information Management service line at the Harry S. Truman Memorial Veterans Hospital.

The role requires knowledge of medical terminology, filing systems, data entry, and experience with CPRS/VISTA. The incumbent will maintain paper records, handle transfers, ensure confidentiality, and provide courteous customer service in a 7:30am–4:00pm, Monday–Friday schedule.

Qualifications

• Knowledge of medical terminology and medical record file systems, procedures and retention policies.
• Typing/keyboard skills to perform data entry accurately.
• Experience with imaging and uploading applications.
• Ability to operate personal computers and troubleshoot minor issues.

Responsibilities

• Receiving, indexing, scanning, and assigning nomenclature to health and administrative information for inclusion in the patient record in CPRS.
• Maintain a system of paper medical records.
• Retrieve and deliver records to authorized personnel.
• Interface with CPRS and VISTA applications; perform related clerical tasks.
• Process transfers of records to other facilities and prepare records for retention/disposition.
• Protect patient confidentiality and comply with release of information guidelines.
• Support a courteous, patient-focused service environment.
• Work Schedule: Monday - Friday, 7:30am - 4:00pm.

Skills

Computer Skills

Information Assurance

Information Management

Medical Information

Education

Two years above high school

Tools

CPRS

VISTA

Job description

Summary

The primary purpose of this position is to serve as a File Clerk for the Harry S. Truman Memorial Veterans Hospital. The incumbent is responsible for the daily task related to patient medical records. This position is located in the Health Information Management service line in the Truman VAMC.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/25/2026. 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 any amount of time at the GS-2 or 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 and exceptional skills in utilizing imaging and uploading applications; knowledge of medical terminology and medical record file systems - procedures - record retention - and procedures relating to the transfer and other disposition of hard copy records; knowledge of filing sequence of both administrative and medical records is necessary to properly index and upload information; skill as a qualified typist/keyboarder required to perform data entry responsibilities; operate personal computers and computer terminal equipment and troubleshoots minor problems; demonstrate courteous - compassionate - caring - and respectful behavior when interacting in response to internal and external customer questions in person and/or on the telephone. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above high school. OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of general experience and education beyond high school. You will be rated on the following Competencies for this position: Computer Skills Information Assurance Information Management Medical Information 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. 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

• Major duties include but are not limited to: Receiving - indexing - scanning - and assignment of appropriate nomenclature to health and administrative information - as assigned - for incorporation into the correct patient's record in the computerized patient records system (CPRS.) Filing of paper health and administrative documents in accordance with approved procedure
• Maintains a system of paper medical records
• Retrieves and delivers records or documents from such system upon request from persons having right of access
• The incumbent will interface with personal computer applications as well as numerous VISTA and CPRS applications (computer technology)
• Requests from and transfers records to other Veterans Health Administration (VHA) medical facilities
• Identifies and prepares records for retention and disposition
• These functions are performed under established procedure
• Promotes a positive image of this Medical Center with emphasis on customer service by treating patients - co-workers - and medical center personnel with courtesy and respect
• Responds to customer needs in a positive and efficient manner
• Fully protects the confidentiality of patient information - access to computer files and release of access codes - according to established guidelines and policies
• Performs clerical duties - including - for example - the use of computerized records tracking - associated with the retention - maintenance - disposition - and control of administrative and medical records
• Work Schedule: Monday - Friday - 7:30am - 4:00pm Virtual: This is not a virtual position
• Position Description/PD#: File Clerk/PD10427A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized