Summary The File Clerk in Health Administration Service (HAS). The incumbent works at a two-divisional teaching Hospital affiliated with the university of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center Lexington, KY. This position will serve as File Clerk in the Medical Record file Unit of Health Administration Section. Responsibilities The File Clerk works at a two-divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky. Incumbent will normally work at Cooper Drive Division but is required to work at the other location as necessary. Position will serve as File Clerk in the Medical Record File Unit of Health Administration Section. Major duties include but are not limited to: Scans and indexes administrative and health records using Imaging Capture software. Accesses medical records, computer files and the network dictate that the employee must exercise extreme caution and protect access codes according to established guidelines and policies. Creates progress notes in the patient's electronic medical record (CPRS) related to attached documents. Utilizes a personal computer and various application. Performs extensive searches for files when there is an urgent need, and the files cannot be retrieved by routine techniques. Indexes and scans health/administrative records information is integrated into the electronic patient record (CPRS) through PC scanning hardware and software. Maintains all loose filing assigned in proper sequence, observing chronology. Understands the diverse types of records information, correspondence, and forms for filing and scanning purposes. Ensures all loose documents are properly filed in the correct patient's paper medical record or mailed to the originating location such as an another health care facility. Responds to customer needs in a positive and efficient manner. Maintains an extremely high standard of the protection and maintenance of confidentiality. Promotes a positive image of the Medical Center with emphasis on customer service by treating patients, co-workers, and medical center personal with courtesy and respect. Other duties as assigned. Work Schedule: Monday - Friday 8:00 a.m. - 4:30 p.m. Position Description/PD#: File Clerk/PD30306A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/02/2025. This position requires the skills of a qualified typist. In addition to meeting the experience requirements, you must be able to type at least 40 words per minute. All candidates MUST provide a certificate of proficiency from a school or other organization authorized to issue such certificates by the Office of Personnel Management local office, or by self-certifying their proficiency. Performance test results and certificates of proficiency are acceptable for 3 years. Agencies may verify proficiency skills of self-certified applicants by administering the appropriate performance test. All candidates must submit documentation of his/her typing proficiency with their application package to clearly indicate the amount of words typed per minute. Example of a Self-Certifying proficiency statement:DateI, ______________, can type at least 40 words per minute. Signature in pen Print/type Name Your resume will be used as a work sample, and it will be used in determining your generalized experience for this position. You may qualify based on your experience and/or education s described below: General Experience: You must have one year of generalized experience equivalent to at least the next lower grade GS-03 in the normal line of progression for the occupation in the organization. Creditable generalized experience is progressively responsible clerical, office, or other work that indicates ability to acquire the particular knowledge and skills needed to perform the duties of this position. Examples of general experience would typically include, but are not limited to: Knowledge of computer technology and procedure regarding imaging and scanning applications, fax applications, and numerous computer and electronic patient record applications. Thorough knowledge of terminal digit filing by social security number and alphabetic filing in order to maintain medical, administrative, perpetual and other resource documents maintained in the file room. Knowledge of the confidentiality and privacy regulations pertaining to patient records. Knowledge of filing sequence of both administrative and medical records is necessary to properly index and scan information into electronic patient medical records. Knowledge of the functions performed within the units serviced to determine the subject matter of diverse types of records information, correspondence, and forms for filing and scanning purposes. Knowledge of record disposal procedures to identify and prepare records maintained in the file room for transfer to the Federal Records Center. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed two years of education above the high school level in any field for which high school graduation or the equivalent is the normal prerequisite is creditable 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. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond the first 60 semesters hours. You will be rated on the following Competencies for this position: Clerical Computer Skills Customer Service (Clerical/Technical) Technology Application 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 physical demands of this position involve extensive sitting, walking, standing, lifting and carrying up to 45 pounds. Boxes of records must be packaged and lifted for shipment. Physical motions involve bending, stooping, reaching, stretching, lifting and carrying records, pulling records from shelves, and filing records on the shelves. Extensive workloads, frequent interruptions, daily deadlines, backlogs, and frequent daily contact in person or by computer are factors involved which create additional mental and physical demands on this position. 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 There is no educational substitution at this grade level. 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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.