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.
Major Duties 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 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. The incumbent must follow 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. 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 the electronic health record through the 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 the electronic health record to facilitate future reference. The incumbent also 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 Virtual: This is not a virtual position. Position Description/PD#: File Clerk/PD16251A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized
Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 2 years above high school. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.
William.Mott2@va.gov · 4106057000 X54766
This position is with Veterans Health Administration, Department of Veterans Affairs.
The posted pay range is $36409 – $47334/yr.
This position requires a Other security clearance.
Applications close on 2026-10-08.
This position is open under the 'Fed Internal Search' hiring path.
Source: USAJOBS.gov — U.S. Federal Government
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