File Clerk

U.S. Department of Veterans Affairs; Saint Cloud (MN); On-site; USD 35,000 - 48,000; Full time

Job summary

U.S. Department of Veterans Affairs is seeking a Records Clerk to join the Health Information Management (HIM) section within Health Administration Services.

You will receive, organize, file, scan, and index health documents into VISTA Imaging and CPRS, ensuring correct patient linkage and timely access to records for patient care. Responsibilities include sorting and logging documents, applying proper nomenclature, and maintaining secure records per privacy and retention guidelines.

Qualifications

• Experience: at least 1 year of progressively responsible clerical/office work or equivalent.
• Education: at least 2 years of education above high school from an accredited institution.
• Combination: equivalent combination of general experience and education to meet requirements.

Responsibilities

• Receive, sort, log incoming health and administrative documents and prepare for scanning and filing.
• Index and scan documents into VISTA Imaging and CPRS; apply correct nomenclature and verify image quality.
• File paper medical and administrative records; maintain organization per Filing Room procedures.
• Retrieve and deliver records for authorized staff; ensure timely access for patient care.
• Search for records using VISTA/CPRS and tracking tools; locate misfiled or incomplete documents.
• Maintain and update tracking information for paper and scanned records; ensure accurate location and status.

Skills

Clerical

Communications

Computer Skills

Information Management

Education

Two years college education

Tools

VISTA Imaging

CPRS

Job description

Summary

This position is located in the Medical Records File Unit within the Health Information Management (HIM) Section of Health Administration Services (HAS). This position is responsible for receiving - organizing - filing - scanning and indexing health administrative documents and ensuring each document is accurately incorporated into the correct patient record within VISTA (Veterans Health Information Systems and Technology Architecture) Imaging system and CPRS (Computerized Patient Record System).

Qualifications

EXPERIENCE: At least one (1) year of progressively responsible clerical - office - or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of the position to be filled; OR EDUCATION: At least two (2) years of education above the high school level from an accredited institution; OR COMBINATION: An equivalent combination of general experience and post-high school education from an accredited institution as described above to meet the total qualification requirements for this position. You will be rated on the following Competencies as part of the assessment questionnaire for this position: Clerical Communications Computer Skills Information Management 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: Work requires sitting at a computer for scanning tasks and frequent standing - bending - reaching - lifting - and pulling when filing - retrieving - organizing - or boxing paper records. 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

• THIS IS NOT A VIRTUAL POSITION - YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION. Major Duties Receives - sorts - and logs incoming health and administrative documents - and prepares them for scanning and filing according to established Health Information Management (HIM) procedures
• Indexes and scans health and administrative documents into VISTA Imaging and CPRS - applies the correct document nomenclature - verifies image quality - and ensures each document is accurately linked to the correct patient record
• Files paper medical and administrative records in the designated filing system and maintains the integrity and organization of paper record volumes in accordance with Medical Records File Room procedures
• Retrieves and delivers paper or electronic records upon authorized request from clinicians - administrative staff - and other personnel who have a right of access - ensuring timely availability of records needed for patient care
• Searches for records using VISTA - CPRS - and record tracking tools - and uses established references or indices to locate misfiled - incomplete - or difficult to find documents
• Maintains and updates tracking information for paper and scanned records to ensure accurate record location - movement - and status within HIM record tracking systems
• Prepares records for retention - disposition - and transfer in accordance with VHA records management requirements - including boxing and organizing inactive records for shipment to the Federal Records Center or transfer to other VHA medical facilities
• Transfers records requested by other VHA medical centers or outpatient clinics and coordinates receipt of incoming transferred records following established procedures
• Ensures all paper and electronic records containing sensitive patient information are protected under the Privacy Act of 1974 - VHA Handbook 1605.1 - federal regulations - and medical center policies - and restricts access to printed and electronic files to authorized individuals
• Responds to staff inquiries regarding record availability and provides guidance on locating information that exists only in electronic systems when necessary
• Identifies scanning or equipment issues and performs basic troubleshooting and notifies the ADPAC or appropriate support resource when problems exceed basic troubleshooting steps
• Supports routine archival and maintenance tasks by organizing scanned batches - completing quality checks - and confirming that all scanned records are stored properly within VISTA Imaging and CPRS
• Assists HIM staff by providing requested records or record information needed to complete Release of Information (ROI) or other administrative processes - without performing ROI determinations
• Communicates courteously and professionally with clinicians - administrative staff - other VHA facilities - and Federal Records Centers during record retrieval - movement - and transfer activities
• Performs other related duties as assigned
• Work Schedule: Monday-Friday - 7:30 a.m to 4:00 p.m
• Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved