File Clerk (Office Automation)

This position is in the William S. Middleton Memorial VA Hospital in Madison, Wisconsin, in the Health Information Management Section (HIMS) of Health Administration Service (HAS). The HIMS Scanning Unit is transitioning from maintaining paper health records to electronic health records. The primary duties 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 IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Major duties and responsibilities include: This position is responsible for carrying out a variety of health information functions. Performs duties related to the receipt, intake, scanning, indexing, quality control, destruction, and transfer of health and administrative information. Responsible for electronically scanning various health information documents 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 electronic health record. Follows scanning procedures established by the Madison VA. After completing the scanning and indexing process, confirms record integrity and reviews the image quality in the electronic health record. Ensures regular quality checks are carried out according to prescribed timeframes and criteria. Notifies the Supervisor when images are scanned into the wrong patient's record, are indexed incorrectly or are corrupted. When records are received, reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into the electronic health record through the scanning software and hardware. Ensures prior to scanning that all paper clips, staples, tape, and loose hanging tape are removed from the documents. Scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in the electronic health record to facilitate future reference. Correctly indexes all documents imported from other devices or sources, including pdf, tiff, jpeg files, etc. in the electronic health record. 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 requesters in the scope of their official duties. Performs other duties as assigned. Work Schedule: Monday to Friday 8:00am - 4:30pm Recruitment & Relocation Incentives: Not authorized Critical Skills Incentive (CSI): Not approved Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

You must be a U.S. Citizen to apply for this 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 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.

IMPORTANT: 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: Recognition of Foreign Qualifications | International Affairs Office (ed.gov).