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File Clerk

Department of Veterans Affairs
Veterans Health Administration
Chillicothe VA Medical Center

Summary

This position will serve as File Clerk/Scanning Specialist in the Chillicothe VA Medical Center, Patient Business Service, Health Information Management (HIM), Medical Records File/Scanning Section and will report to the Chief of HIMS. The primary duties of this position are to coordinate the scanning and importing of patient medical and administrative documents in a timely and accurate manner.

Overview

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Accepting applications
Location
1 vacancy in the following location:
Work site options
Telework eligible
No
Remote job
No
Relocation expenses reimbursed
No
Salary
$37,992 - $49,393 per year
Pay scale & grade
GS 4
Promotion potential
None
Pay scale and grade determines the salary of the job.
Work schedule
Full-time
Travel Required
Not required
Appointment type
Permanent
Occupations and job series
Supervisory status
No
Federal service type
This job is in the Competitive Service
Represented by a union
No
Drug test
No
Security clearance
Not Required
Position sensitivity and risk
Non-sensitive (NS)/Low Risk
Jobs require a background check and some require a security clearance. The type depends on the job.
Background check type
Financial disclosure required
No
Some jobs require financial disclosure to identify conflicts of interests.
Announcement number
CBSR-13105580-27-MC
Control number
891019300

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Duties

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Duties include, but are not limited to:

  • Performs duties related to the scanning and/or importing, indexing, quality control, and destruction of health and administrative information.
  • Scans various clinical and administrative documents.
  • Ensures the scanned documents are associated to the correct patient and note.
  • Reviews the image accessibility and quality.
  • Notifies the supervisor when images are scanned into the wrong patient's record, are indexed incorrectly, or are corrupt.
  • Scans non-medical documents requested by clinical providers as supporting evidence of their medical decision making.
  • Reviews documents for appropriate scanning criteria, such as proper authentication, and what priority the documentation falls into in accordance with the scanning priority matrix and local standard operating procedures.
  • Prepares documents to be scanned by removing all paper clips and staples from documents.
Work Schedule: Monday through Friday, 7:30 am to 4:00 pm.
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk/PD93687A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

  • 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
  • Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
  • 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.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/09/2026.

You may qualify based on your experience and/or education as described below:

  • Experience: You must have one year of general experience equivalent to at least the next lower grade GS-3 in the normal line of progression for the occupation in the organization. General experience is defined as 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. Examples of experience include but is not limited to the following: Coordinating the scanning and importing of patient medical and administrative documents in a timely and accurate manner, performs duties related to the scanning and/or importing, indexing, and quality control, ensuring scanned documents are associated to the correct patient, notifying manager of discrepancies or when document is scanned into wrong patient's record, reviews documents when record is received for appropriate scanning criteria such as proper authentication and priority placement, and maintains confidentiality of patient information. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have at least 2 years of education above high school. Note: If you are qualifying based on education please provide a copy of your transcripts with your application. 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 2 years of education above high school. Note: If you are qualifying based on education please provide a copy of your transcripts with your application.
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/.

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/.

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

This job opportunity announcement may be used to fill additional vacancies.

The Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

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:

  • Attention to Detail
  • Customer Service (Clerical/Technical)
  • Computer Skills
  • Clerical
  • Conflict Management
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.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.

Veterans Health Administration

OUR MISSION: To fulfill President Lincoln's promise "To care for those who have served in our nation's military and for their families, caregivers, and survivors" - by serving and honoring the men and women who are America's Veterans. How would you like to become a part of a team providing compassionate whole health care to Veterans?

Chillicothe VA Medical Center provides primary care and specialty health services, including mental health services, spinal cord injury treatment, women's health care, nutrition counseling, social work, and more. The medical center operates multiple VA community clinics located in Athens, Cambridge, Lancaster, Marietta, Portsmouth, and Wilmington. Chillicothe VAMC is a teaching hospital offering clinical rotations in medical, dental, and mental health specialties to 200+ health profession trainees at all levels per year. We have over 50 academic affiliates, including Adena Medical Center, Ohio State University, Ohio University, West Virginia School of Osteopathic Medicine, Hocking College, and Rio Grande University, etc. Our medical center has almost 1,400 employees who provide care to over 20,000 Veterans each year. In 2021, we recorded 898 hospital admissions and 221,979 outpatient visits. For more information, please click on the link: https://www.va.gov/chillicothe-health-care/about-us/.

Agency contact information

Maria Cate
Phone
317-626-4529
Email
Maria.Cate@va.gov
Address
Chillicothe VA Medical Center
17273 State Route 104
Chillicothe, OH 45601
US

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