Summary
The File Clerk is located in located in the Health Information Management Section (HIMS) of Clinical Operations at the Murfreesboro Campus of Tennessee Valley Healthcare System. The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System (CPRS) or scanning procedures.
Duties
The primary duties of this position are to maintain accessible records and provide efficient service for direct and indirect patient care by managing the receipt and scanning of health documents in a timely and accurate manner. This position is responsible for carrying out a variety of health information functions. The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. The core duties of this position include but are not limited to: Processes requests for health administrative information presented in person, by mail, fax, or email. Uses current computer technology regarding imaging applications, Personal Computer (PC) fax applications, electronic record tracking system and other electronic databases. Maintains a record request database. Follows current guidelines, Joint Commission standards, laws, and other rules and regulations regarding entering, correcting, deleting, accessing necessary data and shipment of retired records. Pulls and retrieves medical records for other indirect patient care activities i.e., research, quality management, external peer reviews, utilization reviews, etc. Uses medical terminology and medical documents to properly index documents for scanning. Controls all information arriving and leaving the medical records file unit. Protects during performance of the incumbent's official duties, printed and electronic files containing sensitive data under the provisions of the Privacy Act of 1974. Protects data from unauthorized release or from loss, alteration, or unauthorized deletion; and follows applicable law and instructions regarding access to computerized files, access codes, etc. as stated in the Privacy and Information Security Rules of Behavior, which each employee signs. Ensures records received are integrated into Computerized Patient Records System (CPRS) through PC scanning hardware and software. Indexes medical documents/information using Personal Compute (PC) /Computerized Patient Records System (CPRS) application bridges. Interfaces with personal computer (PC) applications as well as numerous VistA and CPRS applications. Performs duties related to the receipt, intake, scanning, indexing, destruction, and transfer of health administrative information. Provides administrative support to members which include: filing medical and administrative documentation, and other special projects deemed appropriate by the Supervisor, File Room. Work Schedule: Monday - Friday | 7:30 AM CST - 4:00 PM CST Telework: Ad Hoc Available Virtual: This is not a virtual position. Position Description/PD#: File Clerk (OA)/PD70988A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved. Permanent Change of Station (PCS): Not Authorized
Requirements
You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.
Education
A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
How you will be evaluated
Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Customer Service Flexibility Integrity/Honesty Interpersonal Skills Reading Comprehension Self-Management Teamwork Technology Awareness Compliance Encryption Technology Application Clerical Planning and Evaluating Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.