File Clerk

U.S. Department of Veterans Affairs; Indianapolis (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

U.S. Department of Veterans Affairs in Indianapolis seeks a File Clerk in the Health Information Management Section of the Business Office.

You will be responsible for the receipt, intake, scanning, indexing, quality control, destruction, locating, and transfer of health and administrative information while safeguarding Veteran health information. The role emphasizes processing non-electronic and electronic health records, maintaining confidentiality, and supporting patient care by ensuring

Qualifications

• One year of general experience or equivalent.
• Education may substitute for experience (two years above high school in accredited school).
• Combination of education and experience to qualify may be used to reach 100%.

Responsibilities

• Receive, scan, index, and transfer health and administrative information.
• Ensure scanned documents attach to the correct patient and maintain confidentiality.
• Maintain daily productivity records of scanning/indexing activities.
• Perform timely filing, retrieval, and clerical duties related to health records.

Skills

General experience

Education

Two years education above high school

Job description

Summary

This position is at Richard L. Roudebush VA Medical Center in the Health Information Management Section (HIMS) of the Business Office. Duties include creating and maintaining accessible records and supporting patient care by receiving - scanning - and uploading health documents accurately and promptly while safeguarding Veteran health information. This announcement will remain open until the closing date - September 25 - 2026 - or when the applicant count is reached - whichever is earlier.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 09/30/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of general experience. Examples of experience would typically include - but are not limited to: progressively responsible clerical - office - or other work that indicates the 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 successfully completed two (2) years education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business - secretarial - or technical school - junior college - college or university. OR - Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of general experience and education. Your total qualifying experience will be calculated as a percentage of the total experience required at the GS-04 grade level; then your amount of education will be determined as a percentage of the total education required for the grade level; then the two percentages will be added together. The total percentage must equal at least 100% to qualify. Physical Requirements: The work involves considerable walking - standing - and bending in searching form various files. There is occasional lifting and carrying of such items as record boxes and bulky files. 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: Performs duties related to the receipt - intake - scanning - indexing - quality control - destruction - locating - and transfer of health and administrative information
• Responsible for electronically scanning various health information documents and assuring that the scanned documents are associated to the correct patient
• Receives - scans - indexes and disposes of non-electronic health and administrative information - interfacing with personal computer (PC) applications Maintains a daily productivity record of scanning and indexing activities
• Sorts documents received daily
• scans and indexes materials accordingly - on a timely basis and within established guidelines
• and makes the proper disposition of documents
• Resolves conflicts with medical documentation - clarity - quality - or completeness including appropriate clinical documentation to ensure timely scanning of medical records into Veteran electronic medical records
• Maintains confidentiality of all electronic and paper components of the health record
• follows appropriate procedures when mailing and destroying health information in paper or electronic format
• Utilizes a computer to perform all functions related to importing non-VA health record information into the VA electronic health record
• completes 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
• Retrieves inactive records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records
• Performs other related duties as assigned
• Work Schedule: Monday-Friday - 0800-1630 Position Description/PD#: File Clerk/PD93390A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required