File Clerk - Health Information Management Service

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/29/2026. You may qualify based on your experience and/or education as described below: Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-04 position you must have served 52 weeks at the GS-03.

The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Specialized Experience: You must have one year of general experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization.

Examples of specialized experience would typically include, but are not limited to: Performing related duties such as receipt, intake; scanning, indexing, and destruction of health and administrative information. Performing all operations i.e, retrieval or transfer medical records, Record Tracking and scanning processes and other programs. Treating patients, co-workers, and medical center personnel with courtesy and respect. OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have 2 years above High School. 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 Associates degree.

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.

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/.

Physical Requirements

The work is sedentary but requires a high degree of concentration, organizational skills and the ability to work under pressure and stress within specific time frames. Physical demands may include some reaching of documents above the head from shelves, walking, lifting of paper documents.

The File Clerk supports Health Information Management Service operations by maintaining the accuracy, accessibility, and confidentiality of medical and administrative records. The incumbent performs document scanning, indexing, quality review, records retrieval, and clerical support functions to ensure health information is properly maintained and available to support patient care and organizational operations.

Attention to detail, customer service, teamwork, and proficiency with automated systems are essential to successful performance in this position. As a File Clerk, you will: Receive, review, scan, import, index, and maintain medical and administrative records in electronic health record systems. Ensure records are accurately associated with the correct patient record and appropriately classified in VistA/CPRS. Verify document quality, completeness, and readability prior to scanning and indexing.

Conduct quality control reviews and correct routine document discrepancies in accordance with established procedures. Research, retrieve, file, track, and dispose of records in compliance with records management requirements. Safeguard sensitive patient and administrative information in accordance with the Privacy Act, HIPAA, and agency policies. Utilize automated systems, document management applications, and scanning equipment to process health information.

Provide clerical and administrative support for Health Information Management Service operations. Assist in training staff on document scanning, indexing, and electronic filing procedures. Resolve routine records-related issues, including locating and reconciling missing records. Communicate effectively with clinical and administrative staff and external healthcare facilities to support the exchange of health information.

Support team operations by assisting with workload demands, staffing shortages, and other related administrative duties. Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Ad-hoc Virtual: This is not a virtual position. Position Description/PD#: File Clerk - Health Information Management Service/PD08731A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized