LEAD MEDICAL SUPPORT ASSISTANT

Summary

The 2-page Resume requirement does not apply to this occupational series. For more information - refer to Required Documents below. The Lead Medical Support Assistants assigned to the Access & Office of Community Care (AOCC) at the Birmingham VA Health Center System are responsible for performing a variety of technical support duties that facilitate the work of physicians - physician assistants - nurses - nursing assistants - and other members of the medical facility who provide direct patient care.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• English Language Proficiency: Applicants appointed to direct patient care positions must be proficient in spoken and written English
• 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
• OR Education: One year above high school
• OR Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable
• Grade Determinations: For GS-7 (Lead Medical Support Assistant) - In addition to the basic requirements - candidates must have the following: Experience: One year of specialized experience equivalent to the next lower grade level (GS-6)
• Examples of specialized experience include - but are not limited to the following: Coordinating with the patient care team to review the clinic utilization by using various reports (e.g. - Clinic Utilization Statistical Summary) - ensuring that the clinic setup is closely monitored to effectively support the needs of the clinic - and make any necessary adjustments
• developing/maintaining effective and efficient communication with the patient - interdisciplinary team - VA medical centers - and other agencies (e.g. - assist with communications during the inpatient to outpatient discharge
• communicate with non-VA medical facilities
• facilitate/process secure messaging with the patient and team
• notify patients of normal lab results
• develop and manage a tracking system for follow up care such as consults - tests - etc.)
• technical competency in the use of Vista and CPRS systems is required
• must have knowledge of eligibility for VA medical care - priorities for care - release of information - Health Information Portability and Accountability Act (HIPAA) Laws - and the Medical Fee Basis programs
• must have knowledge of and be able to provide information about VA Medical Care Cost Recovery Program to patients regarding insurance data collection and revenue collection
• participating in team meetings to manage and plan patient care
• setting priorities and deadlines for the team - adjusting the flow and sequencing of the work to meet team and patient needs
• monitoring pre-appointment requirements to assure readiness for patient visit/procedure (e.g. - X-ray - lab work)
• managing electronic wait list to verify and validate accuracy and resolve issues
• performing administrative follow up actions
• participating in and independently following up on team huddles by sharing information and collaborating with the medical team to assure continuity of care
• evaluating patient information and clinic schedule lists to determine whether patient is vested
• 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
• IMPORTANT: Education cannot be substituted for the one year of specialized experience required at this grade level
• Lead Medical Support Assistants at this level must demonstrate ALL of the Knowledge - Skills - and Abilities (KSAs) below
• If selected for the position response to the KSAs need to be completed on plain paper - with a narrative description of experience - education - and training as it relates to each KSA
• 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
• Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting
• Ability to organize work - set priorities - and delegate tasks/responsibilities in order to meet deadlines
• Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff
• Ability to provide staff development and training
• 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
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is GS-07
• Physical Requirements: The work of the positions is primarily sedentary
• however - some walking - standing - bending stooping and carrying of small items such as files may be required.
  
  

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELoTotal Rewards of a Allied Health Professional The Lead MSA monitors and makes work assignments - provides input on performance - resolves daily workplace issues and maintains efficient workflow
• Assures coverage of all areas of responsibility
• conducting ongoing reviews to ensure quality of work
• ensuring accurate and timely scheduling of appointments
• providing guidance to staff members to include changes in policies and procedures
• distributing and balancing workload
• creating and maintaining employee work schedules
• orienting and providing on-the-job training for new and current employees
• ensuring all training requirements are met
• organizing the work structure of his/her assigned areas
• and acting as liaison between MSA and staff in order to resolve day to day conflicts
• Other assigned duties are not limited to: The Lead MSA serves as a Medical Support Assistant in the Access & Office of Community Care Service Line
• Familiar with the MSA related VHA Directives - policies and procedures
• Knowledge of patient eligibility for VA medical care - priorities for care - release of information - HIPPA laws and the Medical Fee Basis programs
• Monitors and makes work assignments - provides input on performance - resolves daily workplace issues and maintains efficient workflow
• Performs duties including - but not limited to: updating demographic information - updating BMS Whiteboard - collecting insurance for third party collections - processing patient movements - and scheduling appointments
• Must have a solid knowledge of multiple systems and current computer technology
• Skills in compiling readily available data from prescribed sources
• Responsible for reporting backlogs - difficulties in meeting deadlines - etc
• to the supervisor - to include recommendations and plans for resolution
• Schedules outpatient clinic appointments using Veterans Health Information Systems and Technology Architecture (VistA) scheduling options
• Possess working knowledge of inpatient and clinic processes and services
• Provide administrative support to variety of staff and other members of the interdisciplinary team
• Must provide excellent customer service and must adhere to VA local - National and Service policies and procedures
• Performs other duties as assigned
• Work Schedule: Day Shift - Exact hours determined by supervisor
• Travel: less than 25% Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: F51367 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required