Clarification from the agency

NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. Current, Permanent VA Northeast Ohio Healthcare System Employees Only

Videos

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo

Total Rewards of a Allied Health Professional

• Provides specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model.
• Compile Welcome packet for each new referral into the Home-Based Primary Care program.
• Packets are provided to the nurse with patient's working file and admission documentation for the home visit.
• Maintains Home-Based Primary Care program workbook: patient roster, discharge list, Interdisciplinary Treatment Plan list, consult tracking list, vested list, Home Health Aide list and hospital admissions.
• Alerts team members to schedule re-assessments for all veterans who remain open for services annually. Updates and distributes Patient Roster and Interdisciplinary Treatment Plan schedule (for following week) to all team members weekly.
• Participates in Joint Commission surveys by providing Director and Team members with requested data.
• Schedule patient visits and completes reminder calls to patients enrolled in the Home-Based Primary Care program for the Registered Nurse, LPN, Social Worker, Dietitian, and Physical Therapist/Occupational Therapist.
• Review and maintain SharePoint calendar for each discipline to know who needs scheduled, follow up visit, and reviews daily to reduce the likelihood of double visits occurring.
• Develop and/or 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.
• Prepare correspondence to notify patients of normal lab results, manage a system for follow-up care such as consults, tests, etc.).
• Processes incoming patient secure messaging through MyHealthyVet and coordinates with care team as appropriate.
• Participates in team huddles and team meetings to manage, plan, problem solve, and follow-up with patient care by sharing information and collaborating with the interdisciplinary team; setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs.
• Verifies each encounter is coded correctly upon discharge; assists the team to reinforce the plan of care and self-help solutions.
• Enters appropriate information into the electronic record; monitors pre-appointment information and/or requirements to assure readiness for patient visit.
• Enters the Home-Based Primary Care program admissions and discharge forms within VISTA.
• Validating all progress notes and assessments entered within Electronic Health Record (EHR) by comparing the Home-Based Primary Care visits report and within EHR (number of visits/encounters by patient) daily.
• Schedule conference rooms yearlong within the clinic for Interdisciplinary Treatment Plan (IDTP) Meetings/workbook review and for any additional requests.
• Will also set up weekly TEAMS invites for additional team members (Pharmacist, Advance Practice, Psychologist and Preceptor) who may need to attend remote due to covering multiple teams.
• Prepare a weekly schedule for those patients who are up for Interdisciplinary Treatment Plan review and will send the scheduled patients one week in advance to all team members (RN/LPN, SW, OT/PT, RD, Psychologist, PharmD, Advance Practice and Preceptor).

Work Schedule: Monday - Friday; 8am - 4:30pm
Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance):
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 93820A
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• 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. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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.
• Experience and Education.
  (1) Experience. Six months experience of clerical, office, [customer service], or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position;
  OR,
  (2) Education. One year above high school;
  OR,
  (3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are accepted

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: Candidates at this grade must have one year of experience equivalent to the GS-5 Grade level. Examples of this experience include, but are not limited to; provides specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model. Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or care in the community resources. Recommends changes to existing clinic procedures based on current administrative guidelines. Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model. Coordinates with the patient care team to review clinic appointment availability utilization) to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics and makes adjustments as necessary; develop and/or maintain effective and efficient communication with the patient, interdisciplinary coordinated care delivery model teams , VA medical centers, and other agencies (e.g., assist with communications during the inpatient to outpatient discharge; communicate with non-VA medical facilities; prepare correspondence to notify patients of normal lab results; manage a system for follow-up care such as consults, tests, etc; Other assignments at this level include, but are not limited to: processes incoming patient secure messaging and coordinates with care team as appropriate; participates in team huddles and team meetings to manage, plan, problem solve, and follow-up with patient care by sharing information and collaborating with the interdisciplinary team; setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs; identifies incomplete encounters and communicates findings to providers; as needed; assists the team to reinforce the plan of care and self-help solutions; enters appropriate information into the electronic record; monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure; manages patient systems to verify and validate accuracy and resolve issues; evaluates patient information and clinic schedule lists to determine whether the patient requires an immediate appointment.

Preferred Experience:

• At least 2 years of Medical Administrative duties within a Healthcare setting.
• Knowledge and experience using Microsoft Word, Excel, Outlook, and PowerPoint.
• Office experience working in an interdisciplinary team environment and coordinating with other staff.
• Ability to collaborate and communicate tactfully and effectively both orally and in writing.
• Ability to work independently in a wide variety of duties, including setting priorities and coordinating work.
• Ability to identify customer/team member concerns, perform the tasks required to resolve the issue accurately and timely, and follow-up as necessary to ensure a satisfactory resolution.

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-06.

Physical Requirements: The work is mostly sedentary. It typically requires sitting with sustained periods of concentration. There will be some walking, standing, bending, and carrying of relatively light objects. The position may also require stooping, reaching, lifting, pulling, driving an automobile and other moderate exertion or strain.

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, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

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.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.