U.S. Department of Veterans Affairs · 7 hours ago
File Clerk
Wilmington, DE
Full-time
Onsite
Entry Level
$40K/yr - $52K/yr
1+ years expThe U.S. Department of Veterans Affairs is seeking a File Clerk to work at the Wilmington VA Medical Center. The role involves managing the receipt and scanning of health documents to maintain accessible records and provide efficient service for patient care.
GovernmentMedicalNational SecurityPublic Safety
Responsibilities
This position is responsible for carrying out a variety of health information functions
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 Document Scanning Committee
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
When records are received - the incumbent reviews documents for appropriate scanning criteria and ensures that all necessary health/administrative information meeting the criteria is integrated into CPRS through the PC scanning software and hardware
The incumbent ensures prior to scanning that all paper clips - staples - tape - and loose hanging tape are removed from the documents
The incumbent scans loose filing by indexing the loose material to the appropriate Clinical or Administrative setup in VistA Imaging to facilitate future reference
The incumbent also correctly indexes all documents imported from other devices or sources - including pdf - tiff - jpeg files - etc in VistA Imaging
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
Utilizes a computer to perform a wide variety of record keeping - correspondence - and tracking operations and performs timely 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
The incumbent is responsible for communicating/contacting daily - or as often as necessary - with other administrative and clinical staff members in order to locate/obtain health records
Also introduces and explains non-VA health record documents to medical center staff and assists them in understanding how to recognize which nomenclature and indexing term to use
Retrieves records using a combination of computer-based patient treatment history and historical record transactions to deduce locations of hard-to-find records
References VistA -Imaging and patient locator cards to support Release of Information activities and conducts extensive searches for health records when initial searches have been unsuccessful
Files inactive records by terminal digit method (reverse-order pairs) - ensuring records are properly labeled with corresponding new barcode labels and appropriate decals when scanning the record is not feasible
Through CPRS and manual review of patient record activity the incumbent prepares records for full inactivation and transfer to the Records Center & Vault or other off-site storage facility approved by the National Archives and Records Administration (NARA)
Recalls records when necessary and returns them to correct location after purpose has been accomplished
Employs a cooperative attitude in interaction with co-workers and supervisors
Regularly and cooperatively assists other co-workers when needs arise
Performs clerical duties - including - for example - the use of computerized records tracking - associated with the retention - maintenance - disposition - and control of administrative and medical records
Following approved procedure - routinely transfers or prepares for archiving records of patients not receiving medical care within a three-year period
Performs additional duties as assigned by Supervisor
Qualification
Required
One (1) full year of general experience consisting of progressively responsible clerical - office - or other related work
Experience working/troubleshooting with image scanning hardware and software
Experience filing and retrieving electronic files
Knowledge of records retention procedures and processes for electronic filing systems
Ability to communicate and maintain confidentiality to internal and external customers through various methods including email - phone - fax - computer
Past job experience with high attention to detail and organization skills
Two (2) years of successfully completed education ABOVE high school level graduation in any field from an accredited business - secretarial or technical school - junior college - college or university (TRANSCRIPTS REQUIRED)
Combination of general experience and education beyond that required for the next lower grade
Preferred
Attention to Detail
Clerical
Customer Service
Customer Service (Clerical/Technical)
Flexibility
Information Systems/Network Security
Integrity/Honesty
Interpersonal Skills
Reading Comprehension
Self-Management
Teamwork
Company
U.S. Department of Veterans Affairs
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H1B Sponsorship
U.S. Department of Veterans Affairs has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (7)
2024 (1)
2023 (3)
2022 (2)
2021 (3)
2020 (1)
Funding
Current Stage
Late StageLeadership Team
Charles Worthington
Chief Technology Officer
Helga Rippen
Chief Interoperability and Veteran Access Officer
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