File Clerk

U.S. Department of Veterans Affairs; Tampa (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

The James A. Haley VA Hospital, operated by the U.S. Department of Veterans Affairs, is seeking a File Clerk to support Health Information Management. The role involves receipt, indexing, and quality control of health records, using VistA Imaging and related PC scanning tools.

The incumbent will ensure records are accurately scanned, indexed, and stored, while assisting with training and covering vacancies as needed. This is a sedentary, on-site, 40-hour workweek at the Tampa facility.

Qualifications

• One year of specialized experience equivalent to GS-03 in the organization.
• Experience reviewing scanned documents for accuracy and proper indexing.
• Protecting data from unauthorized release and following access regulations.
• Clear communication with veterans, families, coworkers, and clinical staff.
• Education can substitute for experience (two years above high school to equal an Associate degree).

Responsibilities

• Perform administrative duties related to Health Information Management (receipt, disassembly, research, scanning, indexing, quality control, destruction, transfer).
• Interface with PC applications and VistA DSS programs.
• Notify supervisor if images are scanned into wrong patient record or incorrectly indexed.
• Index information using VistA Document Manager bridges.
• Assist in training staff and cover duties during vacancies.
• Deliver and retrieve records from designated locations.
• Verify record integrity after scanning and review image quality in VistA Imaging.

Skills

Customer Service

Flexibility

Integrity/Honesty

Interpersonal Skills

Reading Comprehension

Self-Management

Teamwork

Education

Associate degree or 60 semester hours

Tools

VistA Imaging

Document Manager VISTA Imaging

DSS programs

PC scanning software

Job description

The File Clerk at The James A. Haley VA Hospital serves in the Health Information Management Services and reports to the File Room Supervisor. The File Clerk accepts and supports the mission - vision - and guiding principles of this medical centers. Performs assigned duties in the manner that promotes quality health care - outstanding customer service - and administrative support to an environment committed to serving veterans.

The File Clerk at The James A. Haley VA Hospital serves in the Health Information Management Services and reports to the File Room Supervisor. The File Clerk accepts and supports the mission - vision - and guiding principles of this medical centers. Performs assigned duties in the manner that promotes quality health care - outstanding customer service - and administrative support to an environment committed to serving veterans.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/19/2026. You may qualify based on your experience and/or education as described below: General Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization. Specialized experience would typically include - but are not limited to: Review scanned and indexed documents to make sure they are correct and properly organized. Verify images are clear and indexed correctly. Protecting data from unauthorized release. Following laws - regulations and policies regarding access to computerized files and access codes. Communicates clearly with veterans - their families - coworkers - and clinical staff. OR - 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 level obtained in an accredited business - secretarial or technical school - junior college - college or university to equal an Associate degree or 60 semester credit hours. (Transcripts Required). OR - 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. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements is at least 100%. To compute the percentage of the requirements - divide your total months of experience by 12. Then divide your semester hours of by 60. Add the two percentages to qualify for grade level. You will be rated on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork 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. Physical Requirements: The works is mostly sedentary however frequent walking to pick up records at multiple locations - standing - lifting - reaching - bending; carrying of records and/or boxes of records - packages - and bulky files are frequent. Incumbent must be able to push and pull heavy carts of medical records and perform under constant pressure at times. Incumbent must be able to lift boxes of medical records for storage and destruction after quality control is competed. Incumbent must be able to use office equipment and perform record retrieval in a shelving system which involves working in narrow aisles and tight spaces 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: File Clerk performs a variety of administrative duties related to Health Information Management related to the receipt - disassembling - research - scanning - indexing - quality control - destruction - and transfer of health/administrative information
• Interface with personal computer(PC) applications - DSS programs as well as numerous VistA applications
• Clerk will notify the supervisor when images are scanned into the wrong patient's record - are indexed incorrectly - or are corrupted When records and reports are received - the incumbent will ensure that all necessary health/administrative information is integrated into VistA through PC scanning software
• Must index this information using PC VistA application bridges (Document Manager VISTA Imaging)
• Required to assist in training staff members and assisting with tasks during job vacancies and employee absences
• I Delivers and retrieves administrative and medical records from designated locations
• After completing the scanning and indexing process - confirms record integrity and reviews the image quality in the VistA Imaging display
• Work Schedule: Monday- Friday - 8:00a.m.-4:30p.m Virtual: This is not a virtual position
• Position Description/PD#: File Clerk/PD04250A