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Job Title: File Scanning Clerk
Company Name: Veterans Affairs, Veterans Health Administration
Location: Saginaw, MI
Position Type: Full Time
Post Date: 09/12/2018
Expire Date: 11/11/2018
Job Categories: Administrative and Support Services, Agriculture, Forestry, & Fishing, Finance/Economics, Healthcare, Practitioner and Technician, Human Resources, Information Technology, Law Enforcement, and Security, Quality Control, Research & Development, Medical, Nonprofit and Volunteer Services
Job Description
File Scanning Clerk

This position is responsible for carrying out a variety of health information functions. Duties include but are not limited to:

  • The incumbent performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. The incumbent is responsible for electronically scanning various health information documents into VistA Imaging and assuring that the scanned documents are associated to the correct patient and note (unless it is an Administrative or Clinical type document) in the Computerized Patient Record System (CPRS). The incumbent must follow scanning procedures established by the Veterans Health Administration as well as local facility policy. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the VistA Imaging display. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. The incumbent notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted.
  • Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and destroying health information in paper or electronic format; and ensures sensitive (employee-Veteran) health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties.
  • Processes health record transfer requests to other VHA facilities when electronic health information is not adequate and maintains a control system to assure that health records transferred by the Aleda E. Lutz VAMC to other VHA facilities are recorded into VistA.

Work schedule: 8:00 AM to 4:30 PM (Monday through Friday)
Compressed/Flexible Schedule: Not Available
Telework: Not Available
Virtual: This is not a virtual position.
Position Description Title/PD#: File Scanning Clerk/ 1146-A
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not Required

To qualify for this position, applicants must meet all requirements by the closing date of this announcement: 09/19/2018.

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. 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.

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

Basic Qualifications:

General Experience. Progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the File Clerk.

Grade Requirements:

GS-04: 1 year of general experience; or 2 years of education above the high school level.

Combining Education and Experience:

Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-05 and below. One full year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Determine the applicant's total qualifying experience as a percentage of the experience required; then determine the applicant's education as a percentage of the education required; then add the two percentages. The total percentage must equal at least 100% to qualify an applicant for that grade level.

Reference: Classification & Qualifications General Schedule Qualifications Standard, Clerical and Administrative Support Positions, Series 301.

You will be rated on the following Competencies for this position:

  1. Knowledge of the VA Medical Center's scan and file systems and procedures in order to properly scan items into the patient's medical files and retrieve information.
  2. Knowledge of medical terminology and major anatomical systems, as well as, facility-specific terms and abbreviations is necessary for review of documentation prior to processing.
  3. Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation in order to perform a wide variety of record keeping, correspondence, and tracking operations.
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.You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a one year probationary period
Subject to background/security investigation

Physical Requirements:
The work is mostly sedentary; however until records have been automated, work may involve considerable walking, standing and bending in the search for health records. There is lifting and carrying of bulky records and boxes, usually not to exceed 50 pounds. Pushing carts is routine for retiring records.

Selected applicants may be required to complete an online onboarding process.

To apply for this position, you must provide a complete Application Package which includes (You must see the checklist below to determine if you are required to submit other documents required to determine your eligibility/qualifications for the position):

  • Resume


ARE YOU A CURRENT OR FORMER FEDERAL EMPLOYEE? If applying as current Federal Service employee, provide a copy of your most recent SF-50, "Notification of Personnel Action" showing you are in the competitive or excepted service (please do not submit Award SF-50's).

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
  • Cover Letter
  • DD-214
  • OF-306
  • Other
  • Other Veterans Document
  • Resume
  • SF-15
  • SF-50
  • Transcript


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 http://www.fedshirevets.gov/job/vetpref/index.aspx .
Qualifications & Requirements

To qualify for this position, applicants must meet all requirements by the closing date of this announcement: 09/19/2018.

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. 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.

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

Basic Qualifications:

General Experience. Progressively responsible clerical, office, or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the File Clerk.

Grade Requirements:

GS-04: 1 year of general experience; or 2 years of education above the high school level.

Combining Education and Experience:

Equivalent combinations of successfully completed post-high school education and experience may be used to meet total experience requirements at grades GS-05 and below. One full year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. Determine the applicant's total qualifying experience as a percentage of the experience required; then determine the applicant's education as a percentage of the education required; then add the two percentages. The total percentage must equal at least 100% to qualify an applicant for that grade level.

Reference: Classification & Qualifications General Schedule Qualifications Standard, Clerical and Administrative Support Positions, Series 301.

You will be rated on the following Competencies for this position:

  1. Knowledge of the VA Medical Center's scan and file systems and procedures in order to properly scan items into the patient's medical files and retrieve information.
  2. Knowledge of medical terminology and major anatomical systems, as well as, facility-specific terms and abbreviations is necessary for review of documentation prior to processing.
  3. Knowledge of standard formats, forms, grammar, spelling, capitalization, and punctuation in order to perform a wide variety of record keeping, correspondence, and tracking operations.
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.
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Contact Information
Contact Name:
Company Name: Veterans Affairs, Veterans Health Administration
Phone Number:
Fax Number:
Contact Email:vhasaghrrecruitment@va.gov
Website:http://www.ecentralmetrics.com/url/?u=353811022171%2D254&r=http%3A%2F%2Fwww%2Evacareers%2Eva%2Egov%2Fjob%2Dsearch%2Fjob%2Ddetail%2Easp%3Fjob%3D349569
Company Description:

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