File Clerk (OA)

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

Job summary

The U.S. Department of Veterans Affairs St. Louis VA Medical Center seeks a File Clerk (OA) to maintain accessible health information and support patient care through timely receipt, preparation, scanning, indexing, and disposition of health and administrative documents.

This role supports the electronic health records system and requires careful attention to detail, teamwork, and confidentiality. Work schedule is Mon-Fri, 8:00am-4:30pm, with potential telework.

Qualifications

• General experience: 1 year of clerical, office, or related work.
• Education substitution allowed: 2 years beyond high school.
• Combination of education and experience may qualify.

Responsibilities

• Receive, scan, index, and disposition health and administrative information.
• Index scanned documents to correct patient electronic health records.
• Ensure information meets scanning criteria with approved software/hardware.
• Use VA applications to scan, import, classify, and index documents.
• Prepare records for scanning, ensuring proper patient identification.
• Sort and process daily health record documents and maintain logs.
• Track requests and coordinate record transfers between VA facilities.

Skills

Customer Service

Flexibility

Integrity/Honesty

Interpersonal Skills

Reading Comprehension

Self-Management

Teamwork

Education

Two years of education beyond high school

Job description

Summary

This position is located within the Health Information Management section at the St. Louis VA Medical Center. The primary purpose of this position is to maintain accessible health information and provide efficient service supporting direct and indirect patient care through the timely receipt - preparation - scanning - indexing - quality review - tracking - and disposition of health and administrative documents. The position supports the continued maintenance of the electronic health records system.

Summary

This position is located within the Health Information Management section at the St. Louis VA Medical Center. The primary purpose of this position is to maintain accessible health information and provide efficient service supporting direct and indirect patient care through the timely receipt - preparation - scanning - indexing - quality review - tracking - and disposition of health and administrative documents. The position supports the continued maintenance of the electronic health records system.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/20/2026. 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 general experience would typically include - but are not limited to: 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: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have two years of education beyond 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: 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.

Duties

• Duties and responsibilities include but are not limited to: - Performs duties related to the receipt - scanning - indexing - creation of notes when applicable - quality review - transfer - and destruction of health and administrative information
• - Indexes each scanned document into the appropriate electronic application and associates the scanned document with the correct patient's electronic health record
• - Ensures that all necessary health and administrative information meeting scanning criteria is integrated into the electronic health record through approved scanning software and hardware
• - Uses VA and approved applications to scan - import - classify - and index paper and electronic source documents - including documents received from internal services and outside providers
• - Prepares records for scanning by reviewing documents for proper patient identification and scan readiness - including removal of paper clips - staples - tape - and other items that interfere with scanning
• - Sorts loose health record documents received daily - removes blanks and or duplicates - scans and indexes materials timely and within established guidelines - and makes the proper disposition of documents for unavailable records
• - Maintains daily productivity logs and other workload tracking tools for scanning and indexing activities and makes them available to the HIM Supervisor or designee within established timeframes
• - Tracks - retrieves - and performs follow-up activities on health records and document requests - including requests involving transfers between VA facilities or requests requiring verification of receipt and completion
• - Coordinates record transfers - records follow-up - record scanning - and indexing functions with clinical and administrative team members
• - Protects sensitive files from unauthorized release - loss - alteration - or deletion and logs off systems or otherwise secures workstations when leaving the terminal
• Work Schedule: Monday-Friday from 8:00am-4:30pm Telework: This position may be authorized for telework
• Telework eligibility will be discussed during the interview process
• Virtual: This is not a virtual position
• Position Description/PD#: File Clerk (OA)/PD10467A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Permanent Change of Station (PCS): Not Authorized