File Clerk
Department Of Veterans Affairs - Dallas, TX

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The File Clerk is in the Health Information Management Service (HIMS) at the VA North Texas Health Care System (VANTHCS). Vacancy Identification Number (VIN) 845514 (Please include on all documents)


VA North Texas Health Care System is the second busiest VA system in the nation and we are growing! Comprised of the Dallas VA Medical Center, Sam Rayburn Memorial Veterans Center in Bonham, Fort Worth Outpatient Clinic and Tyler VA Primary Care Clinic, VANTHCS is an integrated health care system with approximately 4,600 employees and over 1,600 volunteers and clinical trainees. VANTHCS also coordinates a Community Based Outpatient Clinic program throughout its 40-county primary service area to improve access to care for veterans throughout 38 North Texas and 2 in southern Oklahoma. Through these four distinctive facilities and relationships with other agencies, VANTHCS provides a continuum of health care services to a veteran population of approximately 110,000.

OUR MISSION: To fulfill President Lincoln’s promise - “To care for him who shall have borne the battle, and for his widow, and his orphan” - 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 care to Veterans?

The VA has adopted Core Values and Characteristics that apply universally across the Department. The five Core Values define “who we are,” our culture, and how we care for Veterans, their families and other beneficiaries. The Values are I ntegrity, C ommitment, A dvocacy, R espect and E xcellence (“ I CARE ”).

America's Veterans need you! To find out more, go to .

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more . KEY REQUIREMENTS

You must be a U.S. citizen to apply for this job.
Subject to a background/suitability investigation.

You must be able to pass a pre-employment physical DUTIES:
This position is in the Health Information Management Service (HIMS) of the VA North Texas Health care System (VANTHCS), Dallas, TX. The Incumbent will receive, intake, index, scan, and import data into a patient electronic health record timely and accurately in order to provide disposition of medical and administrative documentation in support of the continuity of Veteran care.

Performs the duties of retrieval, receipt, indexing, scanning, importing and providing disposition of medical and administrative documentation. Accesses personal computer (PC) applications as well as other numerous applications to index each scanned and/or imported document into a database, which will be accessed through the patient’s electronic record. Associates each scanned and/or imported document with the correct patient’s electronic record and/or the appropriate TIU document title .

Demonstrates timeliness, accuracy and organizational skills to ensure that information is available in the electronic record for continuity patient care. Communicates with all levels of medical center personnel regarding inquiries to the scanned or un-scanned documents of the patients’ electronic record

Reviews and researches numerous and voluminous medical reports from non-VA health care facilities making a determination as to which documents are to be scanned, indexed or imported. When records and reports are received, Ensures necessary health/administrative information is integrated into the patient electronic record via scanning software. After the scanning, importing and indexing process is complete, reassurance of the quality of the scanned/imported image prior to scanning/importing the next document .

Maintains a daily productivity log of importing and indexing activities. Productivity logs provided to the Supervisor by the next workday are to assist in determining when the quality checks are due and for logging results of checks for validation process .

Brings issues and/or problems encountered to the Supervisor to instruct on procedure or process to be used or followed. Shows flexibility in order to undertake a variety of miscellaneous clerical duties.

Performs intake, indexing, scanning and importing duties in conformance with directives, regulations and VA policies. Contributes and assists in attaining Health Information Management goals and communicate with others and work as a team in order to master their position and provide good customer service to internal and external stakeholders. Treats customer and co-workers with dignity and respect. Listening and responding in an appropriate and helpful professional manner. Exercises patience, promotes a congenial atmosphere and have realistic expectations in day-to-day operations, especially during periods of understaffing, changes of priority, and/or critical deadlines. Willing and active in assisting team members and others when questions arise and/or workloads become unmanageable or overwhelming. Employs a cooperative attitude in interactions with co-workers and supervisors.

Work schedule : Monday throught Friday from 08:00am to 4:30pm

Position Description: 549-7686-A , File Clerk GS-0305-04


EXPERIENCE: One (1) year of general clerical experience that demonstrates the knowledge, skills and abilities to perform the duties of the position. Examples of experience include: Scanning documents; maintaining a filing system; tracking and locating files; establishing priorities and meeting timelines; learning and applying administrative policies and procedures; using computer software programs (*your experience must be detailed in your resume).


EDUCATION: An associate's degree or two (2) years of successfully completed education above the high school level in any field for which high school

graduation or the equivalent is the normal prerequisite. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One 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. (Must submit copy of unofficial transcript as supporting documentation).


COMBINATION: equivalent combination of successfully completed post-high school education and experience that may be used to meet total experience requirements. To qualify by a combination, the total qualifying experience will be calculated as a percentage of the experience required for the grade level; and the education will be calculated as a percentage of the education required for the grade level. These two percentages will be added, and the total percentages must equal at least 100 percent. For the GS-04, only education in excess of 30 semester hours (1 year) may be used to qualify. (*Your experience must be documented and transcripts are required).

Additional information on the qualification requirements is outlined in the OPM Qualifications Standards Handbook of General Schedule Positions. It is available for your review on OPM's web site at .

You will be rated on the following competencies as part of the assessment questionnaire for this position. Narrative responses are not required at this time.

Ability to learn and apply regulations and guidelines related to electronic file systems.

Knowledge of a variety of filing systems (i.e. subject filing, cross-reference, alpha-numeric, etc)

Skill in the use of both common and unique computer software application technology to scan documents into electronic medical records, and to import and export data into medical records.

Skills to communicate in writing, via email or telephone with co-workers and contacts.

Ability to perform work independently, professionally, and accurately.

This announcement may serve to provide a supply of qualified applicants for this vacancy or for any similar vacancy in this Service that may occur within 90 days of the closing date.

All Qualifications requirements must be met by the closing date of the announcement.

Primarily sedentary

Requires high degree of concentration, organizational skills, and ability to work under pressure and stress within specified time frames.

Some reaching above the head from shelves

Walking, lifting of paper documents, and packing/moving of boxes which could weigh from 15-30 pounds.


If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledges, skills and abilities; completion of a work sample, and/or contact for an interview.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. If your resume/application does not support your questionnaire answers, we will not allow credit for your response(s).

APPLICANTS PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Please refer to this checklist to ensure proper accreditation and for foreign education requirements: ( )

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) showing all dates of service as well as character of service (honorable, general, etc.). Additionally, Veterans with service-connected disability of 10% or more must also submit a copy of their official statement from the Department of Veterans Affairs, or from a branch of the Armed Forces, certifying their service-connected disability and/or their receipt of compensation for service-connected disability. If the military member is within 120 days of separation and does not yet have a DD214, the member may instead submit any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions not later than 120 days after the date the certification is signed.

Veterans with service-connected disability of less than 10%, non-service-connected disability, and Purple Heart recipients, as well as those claiming derived preference for a spouse, widow or widower, or natural mother, should refer to and submit a completed SF-15, "Application for 10-Point Veteran Preference" and required documentation with your application materials.

For more information on Veterans' Preference, please visit . HOW YOU WILL BE EVALUATED:
After the vacancy announcement closes, those applicants who meet the minimum qualification requirements for the position are referred to the hiring manager for further consideration and possible interview. BENEFITS:

The Department of Veterans Affairs offers a comprehensive benefits package. The following link provides an overview of the benefits currently offered: .

The Federal Government has special appointing authorities for persons with qualifying disabilities (go to ). For additional information on these, and other special appointing authorities, refer to this checklist or contact Employment Office at (214)857-1701 or e-mail NTXHRMSEMPLOYMENTOFFICE@VA.GOV. OTHER INFORMATION:

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal 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 (have a final rating of 85 or more) for this vacancy. Well qualified applicants possess experience that meets the minimum qualifications of the position including all selective factors, and who are proficient in some, but not all, of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at .

Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.

Receiving Service Credit for Earning Annual (Vacation) Leave: VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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

You may be required to serve a probationary period.

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The United States Department of Veterans Affairs (VA) is a government-run military veteran benefit system with Cabinet-level status. It is...