Medical Records Indexer

Job Summary

Job Title: Medical Records Indexer

Location: Remote vendor site supporting Mann-Grandstaff Memorial VA Medical Center, 4815 N Assembly St., Spokane, WA 99205

Period of Performance: Base year 07/15/2026 - 07/14/2027, with four one-year option periods through 07/14/2031

Shift Schedule: Remote position; contractor may work any hours desired within compliance requirements.

Position Description: 

The Mann-Grandstaff VA Medical Center (VAMC) has a requirement for indexing of medical and administrative active record files into the Cerner/Oracle Electronic Health Record system. The contractor is responsible for indexing approximately 24,800 medical and administrative record files into Cerner/Oracle, with a minimum of 4 FTE required to complete the existing backlog within the 12-month base period of performance. Accuracy is paramount, and the Indexer must maintain strict adherence to VA national policy, local VAMC policy, and applicable federal regulations governing indexing of protected health information.

Primary Responsibilities

• Accurately attach images to the appropriate electronic health record elements.
• Verify that images are uploaded correctly and are legible for viewing.
• Locate Financial Identification Numbers (FINs) and accurately link documents to the correct veteran record.
• Index documents within the correct section, note title, date of service, and visit location.
• Perform 100% internal QA on all work before submission.
• Maintain indexing productivity of at least 15 administrative documents per hour and 10 NVCC/Fee (Non-VA Care) documents per hour.
• Achieve a minimum 96% indexing accuracy rate per month.
• Report all errors or discrepancies to the HIMS Supervisor or designee immediately upon discovery, regardless of error ownership.
• Work with Health Information Management Section (HIMS) staff and management to determine workflow that best meets the needs of Mann-Grandstaff VAMC without interfering with day-to-day HIM operations.
• Work with HIMS staff to establish how folders needed by HIMS staff will be accessed while 'in process' during indexing and delete reviewed documents from the W drive after QA is conducted.
• Strictly follow VA national policy, Mann-Grandstaff local policy, and HIMS Standard Operating Procedures, including VHA Handbook 1907.01.

Minimum Qualifications

• Knowledge and understanding of medical clinics and clinical documentation.
• Ability to locate Financial Identification Numbers (FINs) and accurately link documents to the correct veteran record in Cerner/Oracle.
• Ability to index documents within the correct section, note title, date of service, and visit location of the health record.
• Ability to verify that images are uploaded correctly and are legible for viewing.
• Data entry skills with high attention to detail and accuracy.
• Knowledge of computers, specifically Microsoft Office (Word and Excel).
• Prior experience with Cerner/Oracle or comparable EHR document management systems preferred.
• Must complete VA Cybersecurity/Privacy Training, VA Privacy and Information Security Awareness training, a Non-Disclosure Agreement (NDA), Cerner/Oracle Revenue Cycle System Training, and Cerner/Oracle PowerChart System Training prior to beginning work.

Physical Requirements

Physical Requirements: While performing the duties of this job, the employee is regularly required to sit for extended periods, use a computer keyboard and mouse, and communicate verbally and in writing. The employee may occasionally need to stand, walk, bend, or lift up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

About Aptive

About Aptive. Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class. Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply. About Aptive: Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.