Lead File Clerk

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

Job summary

Lead File Clerk at the Richard L. Roudebush VA Medical Center within the Health Information Management Section (HIMS). Primary duties include coordinating workload, performing clerical tasks, and managing the retention, disposition, and indexing of medical records.

The role emphasizes quality control and customer service in a healthcare setting. The incumbent will also conduct scanning and indexing, ensure proper destruction of non-electronic records per policy, and maintain productivity logs

Qualifications

• One year of specialized experience equivalent to GS-04 in the Federal service with duties such as workload coordination, clerical tasks, and records tracking for administrative/medical records.
• Education may substitute for experience as described (4 years of college with related courses).
• Combination: education beyond first 60 semester hours creditable toward specialized experience.

Responsibilities

• Maintain workload and productivity reports for the unit.
• Perform quality audits of scanned images for integrity and legibility.
• Conduct monitoring of scanning/indexing to ensure timely processing and proper destruction of non-electronic records.

Skills

Clerical skills

Records management

Education

Bachelor’s degree in a related field

Tools

Image Capture software

PC scanning hardware

Job description

Summary

This position is located in the Health Information Management Section (HIMS) under the Health Administration Service (HAS). The primary duty of this position is to serve as the Lead File Clerk in the File Room/Scanning Unit of HIMS at the Richard L. Roudebush VA Medical Center. This announcement will remain open until the closing date - October 2 - 2026 or when the applicant count of 75 is reached - whichever is earlier.

Qualifications

To qualify for this position - applicants must meet all requirements by the closing date of this announcement - 10/02/2026. You may qualify based on your experience and/or education as described below:

Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include - but are not limited to: Distribution and coordination of unit workload to ensure assignments are carried out in a timely manner. Performs clerical duties - including - for example - the use of computerized records tracking - associated with the retention - maintenance - disposition - and control of administrative and medical records. Identifies and prepares records for retention and disposition. OR - Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 4-years above high school leading to a bachelor's degree with courses related to the occupation (transcripts required) OR - Combination: Applicants may also combine education and experience to qualify at this level. Only education in excess of the first 60 semester hours of a course of study leading to a bachelor's degree is creditable toward meeting the specialized experience requirements. Two full academic years of study - or 60 semester hours beyond the second year - is equivalent to 1 year of specialized experience.

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

• Duties Include but are not limited to: Quality Control: Maintains workload and productivity reports for the unit
• Performs monthly spot checks on work performance and productivity
• Reports findings to Supervisor - Medical Record File Room
• Resolves simple - informal complaints of employees referring others to the Supervisor
• Inform employees of available services and employee activities
• Reports to supervisor on performance - progress - and training needs of employees and on disciplinary issues
• Promptly informs Supervisor of any unusual complex or problem situations confronting the daily unit operations that cannot otherwise be resolved
• Provides Supervisor with suggestions as requested concerning promotions - reassignments - recognition of outstanding performance - and personnel needs
• Identifies and recommends needs in regard to future staffing - progress - training needs - equipment - and space
• Assists in the performance - completion and maintenance of accurate and timely monitors to ensure that monitors adequately reflect workload in the unit
• Will inform Supervisors of problems found and submit written documentation of findings and all necessary recommendations
• After the scanning and indexing process is completed - the incumbent will conduct quality audits to ensure the integrity of the scanned images
• After all information is received and properly indexed - the incumbent will ensure all paper documentation is destroyed in accordance with VHA Record Control Schedule - RCS 10-1
• The incumbent will also maintain a daily productivity log of scanning and indexing activities
• The productivity log will be provided to the Medical Record File Room/Scanning Unit Supervisor Customer Service: Meets the needs of customers while supporting the Medical Center and our organizational mission goals
• Consistently communicates and treats customers (patients - visitors - volunteers - and all Medical Center staff) in a courteous - tactful - and responsive manner
• Provides the customer with consistent information per established policies and procedures
• Handles conflict and problems in dealing with the customer constructively and appropriately Leads with professionalism with emphasis on customer service for our external and internal stakeholders by treating patients - co-workers - and medical center personal with courtesy and respect
• Responds to customer needs in a positive and efficient manner
• Fully protects the confidentiality of Veteran health information - access to computer files and release of access codes - per established guidelines and policy
• Employs a cooperative attitude in interactions with co-workers and supervisors
• Regularly and cooperatively assists other co-workers when needs arise
• Filing & Scanning: Perform duties related to the receipt - scanning - indexing - and destruction of nonelectronic health and information for the Medical Record File Room/Scanning Unit
• Ensure that all necessary health/administrative information are integrated into the Electronic Health Record through PC scanning hardware and Image Capture software
• Sorts loose medical record documentation received daily
• scans and indexes materials accordingly - on a timely basis and within established guidelines
• and make the proper distribution of documents
• Prioritized work to ensure completion of scanning within specified times and disseminate work appropriately and notify supervisor of any backlog
• Directly responsible for reviewing medical records for other indirect patient care activities - i.e. - quality management of completed scans - validation of scan to record accuracy - etc
• Incumbent is responsible for quality checks of completed scans to ensure legibility - completeness of record - prevention of erroneous scanning to incorrect files - etc Training: Trainer for Medical Record File Room personnel
• This includes all operations
• i.e. - filing sequence - retrieval of medical records - transfer of medical records - Record Tracking and other Electronic Health Records related programs
• Responsible for ensuring retirement of medical records on a timely basis - for shipment to storage facilities
• He/she is responsible for coordinating the return of records with the facility Records Manager
• Work Schedule: Monday- Friday 8:00am -4:30pm Telework: This position is not authorized for telework
• Virtual: This is not a virtual position
• Position Description/PD#: Lead File Clerk/PD934860 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not authorized