Lead Medical Support Assistant

Community Care Administrative Assistant

The incumbent serves as a member of the integrated administrative and clinical team within the local Community Care department. This integrated team manages the Veteran's episode of care in the community. Responsibilities include initiating and carrying out a variety of administrative and technical duties in support of community care referral management. Provides administrative coordination of patient care, appointments, and logistical factors associated with direct patient care, inpatient and outpatient, related to the coordination of care between the VAMC and outside facilities. Uses a broad working knowledge of all medical center programs and services and of the varying priorities and complexities of outside care for specialty services. Typing, filing, data entry, scheduling appointments and tests, ensuring transfer of medical records from and to the VAMC and other facilities, ordering office supplies and necessary forms, scheduling patients' appointments and/or consults, tracking patients' appointment status in the community and maintaining spreadsheets to validate data tracking, making follow-up (post-care) calls on a daily basis, completing electronic forms for cost estimate/payment of community medical care by the VA. Contributing in team huddles and team meetings to manage and plan patient care; setting priorities and deadlines; adjusting the flow and sequencing of the work to meet team and patient needs; may work with the team to reinforce the plan of care and self-help solutions and entering appropriate information into the electronic record; monitoring pre-appointment requirements to assure readiness for patient visit/procedure (e.g. X-ray, lab work); participating and providing input in problem-solving on operational issues or procedures in team meetings; performing administrative follow-up actions; independently following up on team huddles by sharing information and collaborating with the medical team to assure continuity of care; educating providers about shared patients (those who receive their care at multiple VAs or those who have care in the community) and bringing to the attention of the provider. The Lead AMSA assists the Supervisory AMSA with developing contingency plans for data/input/transmission. Maintains suspense files necessary for monitoring the processing of consults. The incumbent is responsible for identifying backlogs in workload and potential procedural problems by observation/monitoring of the activities for the AMSAs and brings them to the attention of the supervisor. Provide weekly, monthly and quarterly reports within established time frames and report to the supervisor. Incumbent will perform spot checks to ensure that all AMSAs are processing consults following Office of Community Care procedures and guidelines and ensuring appropriate authorizations are entered if required utilizing the correct Fund Control Point (FCP)/Obligation number and correct cost estimations. Collaborates, communicates, sets priorities, and organizes the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations. Responsible for reviewing the work of full performance and developmental AMSAs for accuracy and completeness, using current laws and directives. The incumbent is skilled in tactful and effective communication both orally and in writing. Demonstrates advance knowledge of the technical health care process as it relates to access to care.

Work Schedule: Monday through Friday, 7:30am-4:00pm Telework: Not Available Virtual: This is not a virtual position.

Requirements

You must be a U.S. Citizen to apply for this job. All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements. Must pass pre-employment physical examination. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Complete all application requirements detailed in the "Required Documents" section of this announcement. As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.

Qualifications

Basic Requirements:

• United States Citizenship: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Experience: Six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position.
• English Language Proficiency: Must be proficient in spoken and written English.
• May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations:

GS-7 Lead Medical Support Assistant. Specialized Experience: In addition to the basic requirements, to qualify for the GS-7 grade level requires a minimum of one (1) year experience at the next lower grade level (GS-6). Equivalent experience includes: Assigning daily workload assessments and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. Assisting the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.

In addition, you must have experience which demonstrates the following knowledge, skills and abilities:

• 1. Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources.
• 2. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
• 3. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
• 4. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff.
• 5. Ability to provide staff development and training.
• 6. Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics.

The full performance level of this vacancy is GS-07. Physical Requirements: The work is primarily sedentary with prolonged periods of sitting. The work requires moderate lifting, carrying, pushing, standing; reaching above shoulder; use of fingers; ability to read without strain; ability to hear the whispered voice with or without hearing aid; emotional & mental stability.

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/.

Additional Information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.