File Clerk
US Department of Veterans Affairs, Wilmington, DE, United States
File Clerk
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 VistAImaging 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.
Performs additional duties as assigned by Supervisor.
Work Schedule: Monday-Friday 7:30am-4:00pm
This is not a virtual position.
Position Description/PD#: PD03458A and PD00584A
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 VistAImaging 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.
Performs additional duties as assigned by Supervisor.
Work Schedule: Monday-Friday 7:30am-4:00pm
This is not a virtual position.
Position Description/PD#: PD03458A and PD00584A