File Clerk

Veterans Health Administration | March AFB, CA

Posted Date 3/16/2023
Description This position is in the Veterans Affairs (VA), Loma Linda VA Medical Center (LLVAMC), located in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioned from maintaining paper health records to electronic health records by implementing templates in the Computerized Patient Record System CPRS or scanning procedures.Duties include, but may not be limited to the following:
  • Performs the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information.
  • Scans documents electronically into computerized databases (i.e., imaging); ensures the documents are associated to the correct patient record; and confirms record integrity and reviews the image quality.
  • Reviews documents for scanning criteria and ensure necessary medical/administrative information meeting the criteria is integrated into the appropriate database through personal computer scanning software and hardware.
  • Maintains confidentiality of all electronic records and paper components of the health record; follows appropriate procedures when mailing and disposing of health information; and ensures sensitive health records are maintained in an extra-secure manner and available only to requestors in the scope of their official duties.
  • Searches and obtains from files previous correspondence or related subject matter and forwards the assembled material to the proper official for action.
  • Maintains an up-to-date master file of all administrative circulars, notices and publications and provides complete sets to field offices upon request.
  • Utilizes a computer to perform a wide variety of record keeping, correspondence, and tracking operations; and performs filing, retrieval, and clerical duties associated with the retention, maintenance, disposition, guardianship, and control of health records in both terminal digit and alphabetic filing systems.
  • Performs other related duties as assigned.

Work Schedule: Monday through Friday 8:00am 4:30 pm
Virtual: This is not a virtual position.
Position Description/PD#: File Clerk/PD10856A and PD01486A
Financial Disclosure Report: Not requiredTo qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/05/2023.

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

GENERAL EXPERIENCE: Applicants must possess one (1) year of general experience that equipped you with the knowledge, skills, and abilities needed to successfully perform the duties of this position. General experience is progressively responsible clerical, office, or other work that indicates ability to acquire the knowledge and skills needed to perform the duties of the position to be filled.
SUBSTITUTION OF EDUCATION FOR EXPERIENCE (Transcript Required): Successful completion of two (2) years of education above the high school level in any field. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university for which high school graduation or the equivalent is the normal prerequisite. One year of full-time undergraduate 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.
COMBINING EDUCATION AND EXPERIENCE (Transcript Required): Combination of successfully completed post high school education and experience may be used to meet total qualification requirements.

  • Attention to Detail
  • Clerical
  • Communications
  • Computer Skills
  • Information Management

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.

Physical Requirements: The work is primarily sedentary; however, there may be lifting and carrying of bulky records and/or boxes, usually not exceeding 50 pounds.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at

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