Clarification from the agency

This vacancy announcement is open to the public, to include current permanent Federal Employees, Prior Federal Employees and Status Eligibles.

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The MSA performs a full range of duties.

• Responsible for scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines.
• Assignments at this level include, but are not limited to: scheduling, canceling, re­scheduling 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 completion in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other clinics, other VA facilities or private hospitals; performing basic eligibility, co-pays and preauthorization requirements for specific coverage (i.e. TRICARE, sharing agreements, etc.).
• Reviews patients records and physicians' orders on a variety of records; and selects, completes, and routes requests for patient activities and treatment procedures.
• Counsels' patients, their families, and agency employees on entitlement of benefits.
• Accountable for adherence to all organizational and departmental policies, directives; and standards pertaining to all job function's, especially the universal scheduling process, the use of electronic wait lists and the recall system, pre-registration updates, check-in, check-out, clinic "clean-up", patient confidentiality and privacy laws, business office policies and insurance capture.
• Assist the organization in meeting performance measures, collecting information that allows the organization to collect revenue and maintain policies/procedures/operation manuals to meet Joint Commission (JC) and other VHA Quality Assurance (QA) standards.
• Perform a wide variety of record keeping, correspondence, and tracking operations to include: inputting, deleting, retrieving, manipulating, and correcting information in databases or automated records.
• Operates a computer keyboard and printer to perform office automation duties, using a variety of software packages.
• Creates, copies, edits, stores, retrieves, and prints a variety of narrative and tabular material.
• Prepare documents using the proper format, create form letters and perform grammar checks.
• Receives and relays incoming and outgoing telephone calls; receives and directs patients and visitors; answers routines inquiries providing information about the office, its functions, and standard operating procedures; and makes appropriate referral of questions concerning patients' conditions.
• Keeps time and attendance records, orders and keepings records of supplies, assists with tracking budgetary items, and receives and distributes mail to the medical staff and patients. 1Re.searches files and assembles background information on the subject of incoming material prior to referral.
• Schedules appointments and/or coordinates staff meetings, reminds supervisor/staff members of the subject matter prior to the meeting, and makes administrative arrangements as required.
• Works collaboratively in an int??disciplinary coordinated care delivery model.
• Coordinates with the patient care team to review the clinic utilization by using various reports, ensure that the clinic setup is closely monitored to effectively support the needs of the clinic, and make any necessary adjustments.
• Develop/maintain effective and efficient communication· with the patient, interdisciplinary team, VA medical centers, and other agencies. 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 pre­appointment 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.

Work Schedule: Full Time, Permanent, Various Schedules/Shifts.
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to a background/security investigation
• Must be proficient in written and spoken English
• Selected applicants will be required to complete an online onboarding process

Qualifications

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.
• Experience or Education
  • 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 (transcript is required with application); OR
  • Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.(transcript is required with application);
• English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3j.

Preferred Experience: 2 to 3 years of administrative experience - health care settings preferred; Associates degree or higher desired; Experience using FBCS, Vista, and Excel

Grade Determinations: In addition to the basic requirements for employment listed above, the following criteria must be met when determining the grade of candidates:

Advanced Medical Support Assistant, GS-06 - In order to be found qualified for this position, you must possess the following;
Experience. One year of experience equivalent to the next lower grade level (GS-05). Examples of experience at the next lower grade must include; Knowledge of medical terminology, scheduling appointments (including interpreting and verifying provider orders), canceling, re-scheduling patient's appointments and/or consults; use of Microsoft Office, 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 facilities or hospitals; performing basic eligibility, co-pays and pre-authorization requirements for specific coverage, and other related support work in a health care setting.

Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate the KSAs below:

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 level.
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.

GS-06 Advanced Medical Support Assistant assignment: The Advanced MSA works collaboratively with staff at the Medical Center, Contract Vendors, Medical Center affiliates, Community Healthcare Providers, and any Third Party Administrator(s) to coordinate Veteran PACT/SHIP/Specialty Care/Community Care and Choice activities. This coordination involves mutli-disciplinary communication and coordination as a member of a cross-functional team. The Incumbent will coordinate and is responsible for all administrative duties associated with the Choice Program and PACT/BHIP/Specialty Care/Community Care Coordination, receives consults via the electronic medical record, coordinates and receives the necessary documentations to facilitate the processing of the consult, ensures that the Veteran receives the appropriate PACT/BHIP/Specialty Care/Community Care appointment and closes out the consult when completed. Provides patients correct instructions on test preparation, diets, and procedural requirements for varying procedures and specialty services specific to each community provider's standard of care which affects the efficiency, accuracy, and acceptability of patient care procedures, processes, and services in the community .

References: VA Handbook 5005/53; Part II, Appendix G45. MEDICAL SUPPORT ASSISTANT QUALIFICATION STANDARD, dated August 1, 2019. This can be found in the local Human Resources Office. The full performance level of this vacancy is GS-06.

Physical Requirements: The position involves work that is mainly sedentary but requires some bending, walking, standing and lifting/carrying (under 15 LB) of supplies, patient records, staff and patient mail.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Your resume (and/or curriculum vitae) must include the following information for each job listed:

• Job title
• Pay Plan and Grades Held (for Federal positions)
• Duties: Please be as detailed as possible. We recommend that you include information directly related to the position you are applying to. Good examples of pertinent information can be found in the Duties and Qualifications sections of the announcement. If you have performed any of those duties or have any of that experience, we are looking for that on your resume. We make no assumptions in regards to experience. It has to be on the resume under the position it was performed in at the proper grade level to count towards qualifications.
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status (include hours worked per week)

For example:

• Supervisory Human Resources Specialist (Employee/Labor Relations)
• Any VA Healthcare System, Address City, State ZIP
• Full-Time (40 Hours Per Week)
• GS-12 Step 2 4/2019 - Present
• GS-12 Step 1 4/2018 - 4/2019
  • Duty related to the position you are applying to
  • Duty related to the position you are applying to
  • Duty related to the position you are applying to

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.