Medical Administrative Assistant

The position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Hampton Veterans Affairs Medical Center (HVAMC), Mental Health Service, Office of the Community Based Outpatient Clinic Mental Section, at the North Battlefield VA Outpatient Clinic (NBVAOC). The purpose of the position is to manage all clinic profiles and consult operations for the Mental Health Community Based Outpatient Clinics Section.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

Time-In-Grade Requirement:Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.

Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment.

You may qualify based on your experience as described below:

• Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Knowledge of healthcare delivery, the mission of VHA, Medical Center policies and procedures and VHA regulations; Knowledge of Mental Health Service SOPs, practices, procedures, clinic operations, and goals; Knowledge of medical terminology and usage; Knowledge of outpatient processing, release of information, medical record creation; Knowledge of time and attendance reporting using GovTA; Ability to communicate effectively with employees at all levels within the Medical Center and with outside agencies.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Physical Requirements: The work is mostly sedentary. The work requires some walking, standing, bending, lifting, and carrying light items such as paper, books, and charts.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Responsibilities:

This position serves as a point of contact regarding clinic profiles and consult management for the assigned area.

Duties include, but may not be limited to the following:

Clinic Profile Management

• Applies policies, practices, and procedures involving the creation, maintenance, and efficiency of clinic profiles.
• Applies Mental Health clinic practices and guidelines to identify and resolve issues or problems that are of a procedural or factual nature for respective clinics.
• Works closely with GPM to establish and manage clinic profiles.
• Completes required tasks for clinic profiles including the submission of clinic builds, audits of clinic utilization and modifications, bi-annual grid validation projects, and monitoring clinic grids for accuracy and fidelity.
• Functions as the administrative process and policy expert, advising medical and administrative staff relative to creating new clinic profiles or making changes to established profiles.
• Coordinates with the coding department staff to determine if clinic services are billable; verifies with Health Information Management Section (HIMS) that the appropriate provider metrices are entered on the electronic encounter form setup and follows up on incomplete encounters entered by service providers.
• Works with GPM and MCA staff and with clinical services to ensure the clinic stop code information corresponds with the DSS stop code identifiers on the clinic profiles.
• Serves as a point of contact regarding consult management for the assigned area. Independently manages consult packages by ensuring consult submissions processed timely and efficiently.
• Responsible for programming detailed encounter forms and action profile settings, resolving the electronic no-show policy, setting appointment length and overbook capacity, and assigning specific user class rights to providers based on verified credentials.

Consult Management

• Serves as a point of contact regarding consult management for the assigned area.
• Independently manages consult packages by ensuring consult submissions processed timely and efficiently.
• Maintains consult tracking data via the Veterans Health Information Systems and Technology Architecture (VISTA) consult tracking package.
• Completes assignments that improve the reliability and accuracy of information in the consult tracking database such as retrieving information and matching against computerized data.
• Troubleshoots patient and administrative issues related to the interfacility consult process. Identifies, tracks, eliminates, and generally prevents the entry or continuance of erroneous information.

Data Management and Reporting

• Responsible for gathering or generating data to prepare a variety of detailed reports for management.
• Utilizes a variety of VA software programs including but not limited to VISTA, CPRS, PowerBI, and VSSC.
• Gathers clinic utilization data from a variety of VA software programs to help justify the need to create or modify provider metrices.
• Regularly compiles workload data including staff productivity, patient encounters, and costs.
• Reviews data to identify errors and monitor trends.
• Reports are reviewed by management to help determine a variety of resources including budgeting and staffing, supply, and resource needs for each respective clinic, and regulate effective workload distribution.

Program Administration/Management

• Trains and provides guidance to providers and clinical staff in the management of computerized patient encounter process.
• Provides training related the scheduling package and the use of next available appointment to staff when needed.
• Prepares and distributes a variety of correspondence related to consult and clinic profile management operations to staff on behalf of management, VA, and VISN.
• Develops and implements Computerized Patient Record System (CPRS) templates for the enhancements of specialty care progress notes and/or consults with Office of Information and Technology (OI&T) and the Medical Records Committee as well as clinical staff.
• Reinforces the use of VISTA packages for scheduling, registration of patients, workload monitoring, retrieval of clinical information and other specialized information found in VISTA.
• Interprets, selects, and reinforces established policies, processes, and procedures regarding clinical operations.
• Performs other duties as assigned.

Work Schedule: Monday - Friday 08:00am-4:30pm
Telework: Ad Hoc
Virtual: This is not a virtual position.
Position Description/PD#: Medical Administrative Assistant/PD03024A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

Salary : $51,210