File Clerk

Veterans Health Administration; Pensacola (FL); On-site; USD 37,000 - 47,000; Full time

Job summary

Veterans Health Administration in Pensacola, FL is seeking a File Clerk/Scanning Specialist to manage health and administrative records, perform scanning, and ensure accurate indexing for patient records. The role emphasizes confidentiality and adherence to approved procedures.

Responsibilities include maintaining the medical records system, retrieving records on request, and coordinating transfers with other VA facilities. Work schedule is Mon-Fri, 8:00 am to 4:30 pm, non-remote.

Qualifications

• Experience in filing health and administrative documents.
• Ability to index and scan records according to procedures.
• Respect for patient confidentiality and data access controls.

Responsibilities

• Receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information for incorporation into the correct patient's record.
• Maintains a system of medical records and files documents per approved procedure.
• Retrieves and delivers records or documents from the system to authorized individuals.
• Transfers records to other VA facilities as needed and prepares records for retention or disposition.

Skills

Filing

Scanning

Records management

Confidentiality

Indexing

Job description

• Department: Department of Veterans Affairs

This position serves as a File Clerk/Scanning Specialist in the Medical Administrative Service, Health Information Management Section, Scanning Unit and is under the supervision of the Chief, Health Information Management. The VA Gulf Coast Veterans Health Care System (VAGCVHCS) consists of a VHA facility in Pensacola, FL.

Key Responsibilities

Receiving, indexing, scanning, and assignment of appropriate nomenclature to health and administrative information, as assigned, for incorporation into the correct patient's record Performs filing of health and administrative documents in accordance with approved procedure Maintains a system of medical records Retrieves and delivers records or documents from such system upon request from persons having right of access.

Incumbent also requests from and transfers records to other Veterans Health Administration (VHA) medical facilities. Identifies and prepares records for retention and disposition. 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 Knowledge with which to periodically identify, organize, and ship inactive records to federal archives or the appropriate VHA medical center. Read, write, communicate, and follow instructions Ensure documents are scanned to the correct patient's computerized patient record Work Schedule: Monday through Friday 8:00 am to 4:30 pm. Subject to change by supervisor to meet facility needs. Virtual: This is not a virtual position.

Position Description/PD#: File Clerk/PD03378A Relocation/Recruitment Incentives: Not Authorized. Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.

HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students.

HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Requirements & Education

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $37193 – $47334/yr.

What is the application deadline?

Applications close on 2026-09-30.

Who is eligible to apply?

This position is open under the 'Fed Transition' hiring path.

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Source: USAJOBS.gov — U.S. Federal Government