Supervisory File Clerk

This position is closed.



  • supervises a staff of employees; orients employees, provides training, and resolves problems.
  • Analyzes unit effectiveness and ensures that staff is utilized to its best potential, reassigning tasks as needed to optimize work flow.
  • Coordinates work or leave schedules to ensure appropriate coverage during peak hours.
  • Monitors compliance with applicable laws, regulation, and policies.
  • Responsible for Quality Improvement activities and for ensuring achievement of any applicable national Performance Standards.
  • Answers inquiries from healthcare providers and administrative staff both in the facility and from other VA components (other VA medical center and VA Regional Offices) and non-VA health care providers regarding the consolidated health care record (administrative and medical components) and other aspects of our medical records program (scanning, transferring, releasing information, transcription, etc.)
  • Serves as a consultant for the facility regarding the scanning of paper documentation into the consolidated healthcare record, release of information rules and regulations, and transcription processes.
  • Must be tactful and courteous to all customers, internal and external, when explaining the various aspects of the medical records program.
  • Communicates personally, telephonically, and via electronic mail and through shared documents with subordinates, co-workers, and supervisors. Written communications are concise, complete, grammatically correct, and accurate.
  • Works directly with and oversees the creation (when required), availability, maintenance, and storage of the paper consolidated health record components located at the facility.
  • Monitors compliance with applicable laws, regulations, and policies, with regard to the filing of documentation and the proper storage (local).
  • Ensures that staff is kept informed of all changes to the medical record program.
  • Promotes availability of scanned images for clinical and administrative staff through efficiency and quality monitors.
  • Responsible for the day to day management of the Medical Record File Room, the release of information unit, and the transcription unit, and the related activities (maintenance of paper records, scanning of documentation into the record, scanning of documentation into the record, availability to records as needed by providers, storage (local) and proper archiving of records, adhering to national and local release of information regulations, ensuring transcription processes are timely and accurate.
  • Monitors and coordinates unit activities to ensure the most effective use of resources (staff and funds).
  • Makes recommendations to upper management regarding the best ways to achieve program objectives.
  • Must have ability to operate effectively under pressure and make accurate decisions and judgments on a variety of matters in a short period of time, based upon available information, urgency of the situation, and the impact of the decision.
  • Must ensure that the quality, integrity, and confidentiality of the consolidated health record is maintained at all times.
  • Adherence to the many regulations pertaining to Release of Information is critical and may include working with Regional Counsel Staff to arrive at the best solution.
  • Release of information is an area that has a higher likelihood than other areas of supervision of being involved with Congressional inquiries, Patient Advocate situations, and the Director's Office, and it is of the utmost importance that the regulations impacting this are understood and followed when dealing with such items.