This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Medical Support Assistant/Advanced Medical Support Asst (PACT)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-612-13-823066MS

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.

SALARY RANGE:

$37,073.00 to $53,719.00 / Per Year

OPEN PERIOD:

Friday, January 11, 2013 to Sunday, February 10, 2013

SERIES & GRADE:

GS-0679-05/06

POSITION INFORMATION:

Full Time - Excepted Service Permanent

PROMOTION POTENTIAL:

06

DUTY LOCATIONS:

1 vacancy in the following location:
Oakland, CA United StatesView Map

WHO MAY APPLY:

US Citizens and Status Candidates

JOB SUMMARY:

Vacancy Identification Number (VIN): 823066 

To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans.   

How would you like to become a part of a team providing compassionate care to Veterans? 

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries.  

NOTE:  The full performance level of this vacancy is GS-6.  The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-6.  The Professional Standards Board (a peer-review group) will review the selected candidate’s education and experience and recommend the grade and step at which the candidate will be placed.  

Special Employment Consideration:  VA encourages persons with disabilities to apply.

For positions covered by the Bargaining Unit:   First consideration will be given to employees of this facility. 

ALL APPLICANTS INCLUDING

DEPARTMENT OF VETERANS AFFAIRS NORTHERN CALIFORNIA HEALTH CARE SYSTEM EMPLOYEES:  You must submit ALL required documents as indicated under “How to Apply” and “Required Documents.” 

Failure to provide all required documents/information will result in loss of consideration or a lower evaluation in rating and/or selection consideration.  Applicants will not be contacted

for additional information if their applications are incomplete or inadequate.  

  

On-Call:  No 

Rotating Shifts:  No 

Required to work Holidays and/or weekends:  No

Work Schedule:  Full-Time, Monday thru Friday, Hours Negotiable 

Fair Labor Standards Act (FLSA) Status:  Non-Exempt 

Bargaining Unit Position:  Yes

 

 

 

KEY REQUIREMENTS

  • U. S. Citizenship
  • Must pass pre-employment examination
  • English Language Proficiency required
  • Designated and-or Random Drug Testing may be required
  • Background and-or Security Investigation required
  • Must have comprehensive knowledge of medical health & admin programs.

DUTIES:

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GS-5:  $37,073 - $48,190 per annum

GS-6:  $41,325 - $53,719 per annum

 

Serves as an Medical Support Assistant/Advanced Medical Support Assistant and provides clerical and administrative support for multiple Clinical Departments. Monitors the status and progress of work, and makes day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise. Gives on-the-job training to new employees in accordance with established procedures and practices. Provides information via telephone and in person to the general public, members of the professional staff, civilian, and military personnel in response to inquiries regarding appointments.  Works collaboratively in an interdisciplinary coordinated care delivery model, Patient Aligned Care Team (PACT). Coordinates with the PACT to review clinic utilization using various reports, ensures that the clinic setup is closely monitored to effectively support the needs of the clinic, and makes necessary adjustments. Collaborates, communicates, sets priorities, and organizes work with the PACT in order to meet deadlines, ensuring compliance with established processes, policies, and regulations. Participates in team huddles and team meetings to manage and plan patient care: sets priorities and deadlines, adjusts the flow and sequence of work to meet team and patient needs: works with the team to reinforce the plan of care and self-help solutions. As a member of the PACT, participates in problem solving and provides input on operational issues or procedures in team meetings; participates in and independently follows up on team huddles by sharing information and collaborating with the medical team to assure continuity of care: informs and educates providers about shared patients (those receiving care at multiple VA locations or in the community); contacts patients to coordinate follow-up care. Communicates tactfully and effectively, both orally and in writing, in order to meet program objectives. Demonstrated advanced knowledge of the technical health care process as it relates to access to care. Without supervisor intervention, utilizes reference sources, sound judgment, and team collaboration to resolve problems within a complex systems environment. Possesses a comprehensive knowledge of policies and procedures associated with operational activities that affect the patient flow and patient care.  Enters, manipulates, and retrieves information and data from the Vista and other clinical information systems as appropriate to area assigned. Completes mini registration and chart compilation. Complete requested forms, manually or using automated systems, for individual patient orders for blood work, X-rays, radiation therapy, respiratory or ventilated care consults and other request as required. Schedules and coordinates appointments for patients with various clinics, ensuring all treatment requested by the physician has been scheduled, and rescheduling appointments when necessary. Coordinates the scheduling to avoid conflicts in different clinic schedules. Ensures appointments are timely and in accordance with physicians' requests. Explains necessary test preparations to patients. Receives telephonic requests for information and transmits requests to the appropriate physician. Assists clinic administrator and other personnel with workload accountability information. Obtains and reviews medical records of patients prior to scheduled appointments. Records a variety of physicians' orders on a timely basis to various charts, identifying various chemical compounds, symbols and abbreviations comprising medication orders. Assures proper completion and filing of original medical documentation and forms in records prior to forwarding to medical records room. Ensures the patient completes all necessary forms prior to being seen by the provider.  

 

Relocation Expenses: Relocation expenses are not authorized for this position.

 


QUALIFICATIONS REQUIRED:

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BASIC REQUIREMENTS:  

Citizenship. Must be a Citizen of the United States.

 

Experience and Education.   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.   

 

Certification:  None required. 

 

Foreign Education:  To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials, and such education must have been deemed at least equivalent to that gained in conventional U.S. programs. 

 

Physical Requirements. See VA Directive and Handbook 5019.

 

English Language Proficiency. Must be proficient in spoken and written English.  

 

GRADE REQUIREMENTS:

 

In addition to  meeting the BASIC REQUIREMENTS, the following criteria MUST BE MET when determining the grade of candidates:

 

Creditable Experience -

(1) Knowledge of Current Medical Support Assistant (MSA) Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities. Experience satisfying this requirement may be paid/non-paid employment as a MSA.

 

(2) Quality of Experience. Qualifying experience must be at a level comparable to MSA experience at the next lower grade level. For all assignments above the full performance level, the higher level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.

 

(3) Part-Time Experience. Part-time experience as a MSA is creditable according to its relationship to the full-time workweek. For example, a MSA employed 20 hours a week, or on a 1/2-time basis, would receive 1 full-time workweek of credit for each 2 weeks of service.

 

GS-5: 

 

Experience or Education.  One year of experience equivalent to the next lower grade level OR 4 years of education above high school level (Bachelor's degree).

 

At this level, the MSA performs a full range of duties.  The MSA is responsible for scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines.  Assignments at this level include, but not limited to:  scheduling, canceling, re-scheduling patient's appointments and/or consults; entering no-show information; monitoring the electronic wait list; preparing for clinic visits; monitoring both inpatient and outpatient appointments for areas of responsibility; ensuring encounter forms are completed in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals; performing basic eligibility, co-pays and pre authorization requirements for specific coverage (i.e., TRICARE, sharing agreements, etc).

 

GS-6: 

 

Experience:  One year of experience equivalent to the next lower grade level.

 

The Advanced MSA works collaboratively in an interdisciplinary coordinated care delivery model (i.e., patient aligned care team, or other specialty care setting where the patient aligned care team model is used such as oncology, HIV, SCI, Military Sexual Trauma, etc.). The Advanced MSA coordinates with the patient care team to review the clinic utilization by using various reports (e.g., Clinic Utilization Statistical Summary), ensure that the clinic setup is closely monitored to effectively support the needs of the clinic, and make any necessary adjustments. They develop/maintain 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.). Other assignments at this level include, but are not limited to: participating 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); managing electronic wait list to verify and validate accuracy and resolve issues; participating and providing input in problem solving on operational issues or procedures in team meetings, 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. For all assignments above the full performance level, the higher level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.

 

There is no educational substitution for GS-6 grade level. 

 

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

 

References : VA Handbook 5005, Part II, Appendix G45, Medical Support Assistant, available in the local Human Resources Office.


GS-5:  Successful completion of 4 years of education above high school level (Bachelor's degree).

 

GS-6:  No substitution of education for experience.    

 

APPLICANTS PLEASE NOTE:  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html All education claimed by applicants will be verified by the appointing agency accordingly.  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.

 

 

 

 

Veterans' Preference:

When applying for Federal Jobs, eligible Veterans should claim preference on their application or résumé. Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must complete an SF 15, Application for 10-Point Veteran Preference. Veterans who are still in the service may be granted tentative preference on the basis of information contained in their applications, but they must produce a DD Form 214 or other proof prior to appointment to document entitlement to preference.  For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/veterans.aspx 

Your résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

Interviews:  Management may interview candidates for this position and use the Performance Based Interviewing (PBI) process.  If PBI is used, questions will be job-related, reasonably consistent and fair to all candidates.  You can visit the following two web sites (1) http://www.va.gov/pbi  (2) http://vaww.va.gov/ohrm/Staffing/PBI/PBI_Intr.htm to learn more about PBI, frequently asked questions and aids to prepare for an interview.  Additionally, printed reference material is available at each Human Resources Office.

Applicant’s Responsibility:  It is the applicant's responsibility to submit documentation to support his/her application for this position.  Applicant is responsible for ensuring that all experience, education, formal training, award recognition, etc. are documented in the application package.  Experience may include voluntary or other non-paid experience in the appropriate field.  If you feel that your training record contains information pertinent to your qualifications, then you must submit a printed copy of your training record with your application package.  Your training record will become a part of the specific vacancy file and will not be filed in Official Personnel Folder.

This announcement is not intended to cover all aspects of the duties, responsibilities or qualifications of this position. Request for copies, return of forms or transfer of consideration to another announcement will not be honored.

Employees must meet qualification standards and other regulatory requirements by the closing date of the announcement.

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, national origin, sex, lawful political affiliation, marital status, disability or membership or non-membership in a labor union.

INCOMPLETE APPLICATIONS will receive an ineligible rating due to missing form(s). Requests for reconsideration of ratings will not be considered for applicants who fail to submit a complete application package.  We cannot be held responsible for incompatible software, and fax transmissions, etc.

Only send documentation as requested/required by this announcement and that directly supports your qualifications for this position.

 

Reasonable Accommodation:  This Agency provides reasonable accommodations to applicants with disabilities.  If you need a reasonable accommodation for any part of the application and hiring process, you must notify the agency.  This decision on granting reasonable accommodation will be made on a case-by-case basis.

 

HOW YOU WILL BE EVALUATED:

Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.   You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to cite specific examples of experience, explain exactly what you did, and the outcome.

 

You will be evaluated on the following Knowledge, Skills and Abilities and Other characteristics (KSAO's). Applicants who meet the qualification and basic requirements will be further evaluated by the Professional Standards Board for this occupation to determine the extent to which their work or related experience, education, training, awards, outside activities, and supervisory appraisal, etc., indicate they possess the KSAOs listed below. 

 

All applicants should provide clear, concise examples that show the level of accomplishment or degree to which they possess the KSAO in their CV or resume.  Incomplete, vague or contradictory information may affect the rating. 

 

Please review carefully before making an online response selection.  Your application, resume and supporting documents will be used to verify your response. 

 

GS-5: 

1. Ability to operate computerized programs and databases in order to enter, modify and retrieve sensitive information/data into or from electronic medical records, scheduling systems and/or reports.

2. Knowledge of basic medical terminology.

3. Ability to make appointments in a clinical setting.

4. Ability to work independently in the accomplishment of a wide variety of duties, including setting priorities and coordinating work.

5. Ability to communicate effectively and professionally with employees at varying grade level

6.  Ability to identify customer's concerns, perform the tasks required to resolve the issue accurately and timely, and follow-up as necessary to ensure a satisfactory resolution. 

 

GS-6: 

1. Ability to collaborate, communicate, set priorities, and organize the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations.

2. Ability to communicate tactfully and effectively, both orally and in writing, in order to meet program objectives. This may include preparing reports in various formats and presenting data to various organizational levels.

3. Advanced knowledge of the technical health care process as it relates to access to care. 

4.  Advanced knowledge of managing a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.

5. Advanced knowledge of policies and procedures associated with operational activities that affect the patient flow, patient care, and the revenue process.

6. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians.  

 


BENEFITS:

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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, thrift savings plan, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at http://www.va.gov/JOBS/Job_Benefits/benefits.asp.

 

NOTE: This additional information pertains only to those positions being filled as a temporary position. Temporary employees are eligible to earn leave and are covered by Social Security and unemployment compensation, but do not receive the other fringe benefits provided to career civil service employees.  Current law allows temporary employees to purchase health insurance after they have one year of temporary service, but the employee must pay the full cost with no Government contribution.  Employees are not eligible for coverage under the Federal Government Life Insurance program or the Federal Employees Retirement System. 

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

 



OTHER INFORMATION:

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

 



HOW TO APPLY:

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To begin the process, click the Apply Online button at the right side of this screen to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

YOU MUST INCLUDE VA FORM 10-2850c IN YOUR APPLICATION PACKAGE TO BE CONSIDERED FOR THIS VACANCY.   You may upload the completed form to your USAJOBS or Application Manager account if you apply online.  Then you can use the uploaded form again and again when applying for future vacancies.  Please see this guide (http://www4.va.gov/OHRM/joblistings/uploading-and-using-documents-online.doc) for more information on uploading and re-using the form in your applications.  Other required forms and documents can also be saved in your account and used the same way.  Applicants are urged to apply online; this process is much easier and faster.

Note: To return to a previously Saved or Incomplete application, just reapply through your account in USAJOBS.  Check your account (https://my.usajobs.gov/Account/Login) to see the status of your application after applying, including any messages that may have been sent to you.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire: http://www.opm.gov./forms/pdf_fill/OPM1203fx.pdf.
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page  http://staffing.opm.gov/pdf/usascover.pdf using the following Vacancy ID: 823066.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.

The complete Application Package must be submitted by 11:59 PM (EST) on Monday, January 28, 2013.



REQUIRED DOCUMENTS:

You must provide a complete Application Package which includes the following required documents:

 

1.  CV or Resume or any other written format may be submitted provided it contains all of the information in the USAJobs resume format.  Provide beginning and ending dates (MM/YY) of employment, the average number of hours worked per week, and a description of the duties for each position listed on your resume.  If you performed more than one position title, please indicate the percentage of time you spent performing each title's duties. (required).

2.  VA Form 10-2850c - Application for Associated Health Occupations, signed and dated (Available at  http://www.va.gov/vaforms/medical/pdf/vha-10-2850c-fill.pdf(required).

3.  Occupational Questionnaire (required)

4.  Optional Form 306 - Declaration for Federal Employment, signed and dated.  (Available at http://www.opm.gov/forms/pdf_fill/of0306.pdf).  This is a required form and must be submitted with your application.

5.  If prior military service, include all copies of your DD Forms 214 (required).   Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must also complete and submit an SF 15, Application for 10-Point Veteran Preference (available at http://www.opm.gov/forms/pdf_fill/SF15.pdf).  

6.  All current or former Federal Employees - VA and non-VA:  "Notification of Personnel Action" (SF-50's) documenting permanent status (career or career- conditional), promotion action to the highest grade held in the Federal government, and, if applicable, your separation SF-50 (required).

7.  Copy of your college transcript(s).  Certificates/diplomas are not acceptable.  If selected for this vacancy, you will be required to submit official college transcript(s) prior to appointment (required).

ALL APPLICANTS INCLUDING DEPARTMENT OF VETERANS AFFAIRS NORTHERN CALIFORNIA HEALTH CARE SYSTEM EMPLOYEES:  You must submit ALL required documents as indicated under “How to Apply” and “Required Documents.”  Failure to provide all required documents/information will result in loss of consideration or a lower evaluation in rating and/or selection consideration.  Applicants will not be contacted for additional information if their applications are incomplete or inadequate. 

 

AGENCY CONTACT INFO:

Elizabeth Inman
Phone: (925)372-2370
Email: ELIZABETH.INMAN@VA.GOV
Agency Information:
VHA Northern California HCS Sacramento
Department of Veterans Affairs
150 Muir Road
Human Resources Management Service
Martinez, CA
94533

WHAT TO EXPECT NEXT:

After we receive your complete application package (including any required documents), your qualifications will be reviewed to decide if you meet the basic requirements.  You will be notified when this decision is made.

 

 

 


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Job Announcement Number:

VHA-612-13-823066MS

Control Number:

335405100