Lead Medical Support Assistant

Company : Us Veterans Health Administration

Job Type : Full Time

Menlo Park, Ca

Number of Applicants

:

000+

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Job Description - Lead Medical Support Assistant

Duties

Summary

The Lead Medical Support Assistant (LMSA) is responsible for carrying out a variety of administrative/technical duties in support of community care referral management for the Menlo Park Health Administration Service. This person provides administrative coordination of patient care, appointments, and logistical factors associated with direct patient care, inpatient and outpatient, related to the coordination of care between the Veterans Affairs Medical Center (VAMC) and outside facilities.

Responsibilities

Serves as a member of the integrated administrative and clinical team within the local Community Care department, as outlined by the Office of Community Care Operating Model. This integrated team manages the Veteran's episode of care in the community. Monitors daily staffing levels and ensures equal distribution of workload/coverage on a daily basis. The Lead AMSA assists the Supervisory Advanced Medical Support Assistant with developing contingency plans for data/input/transmission. Maintains suspense files necessary for monitoring the processing of consults. The incumbent is responsible for identifying backlogs in workload and potential procedural problems by observation/monitoring of the activities for the AMSAs and brings them to the attention of the Supervisor. The incumbent will provide weekly, monthly and quarterly reports within established time frames and report to the supervisor. Incumbent will perform spot checks to ensure that all AMSAs are processing consults following Office of Community Care procedures and guidelines and ensuring appropriate authorizations are entered if required utilizing the correct Fund Control Point (FCP)/Obligation number and correct cost estimations.

The incumbent screens new community care consults for eligibility, specialty service requested duplication, and appropriateness of sending patients to community provider. As the Lead AMSA, the incumbent will provide on-the-job training to new employees and assist AMSAs with difficult and more complex consult problems, providing accurate instructions and workable solutions. Incumbent correctly determines the Veteran's eligibility to receive medical services through Community Care and Contract Hospitalization and reviews and updates procedure manuals semi-annually ensuring all staff have updated information.

Responsible for reviewing the work of full performance and developmental AMSAs for accuracy and completeness, using current laws and directives. The incumbent is skilled in tactful and effective communication both orally and in writing. Demonstrates advance knowledge of the technical health care process as it relates to access to care. Assures authorization is obtained from appropriate service chief for procedures performed at non-VA facilities. The Lead AMSA assists with contacting Veterans by telephone to explain pending or new consult requests. The incumbent ensures that Veteran appointments are made with other VA facilities, contract providers, and/or community providers of Veteran's choice as appropriate. Effectively communicates with all community providers. Utilizes automated tracking tools as well as computers to perform a wide variety of recordkeeping, correspondence, and tracking operations is required. Skilled in data entry to manipulate and correct information in various databases or records.

Educates providers and team members about patient's medical care by e-mails, fax, telephone and scanning medical documentation into Veterans' electronic medical records. The Lead AMSA will maintain Office of Community Care-approved electronic systems to track consults for Community Care services. Demonstrates a high level of flexibility, teamwork, and multi-faceted skills by cross-training to other areas within the Department of Community Care in order to provide coverage as needed.

Performs duty as a facility and patient educator and advocate regarding the coordination of approved/authorized community and intra/inter-facility medical care.

Responsible for incorporating training and education modules into facility and ensures integration of new guidance into performance standards. Oversees adoption and utilization of new tools, technologies, and SOPs into staff and facility work plan.

Completes multiple assignments varying in degree of difficulty to ensure patient needs are met, reducing internal transfers, and reducing barriers to unnecessary delays and patient care diversions. When records are received, the incumbent will ensure that all necessary health/administrative information are integrated into Computerized Patient Record System (CPRS) by sending the documents to the appropriate department for scanning. Incumbent will screen/receive phone calls in a courteous and timely manner, determine the nature of requests and provide the information desired using privacy rules and established clinic processes.

Performs quality control and monitoring, specifically ensuring that patient documents are linked to the correct consult and closed accurately.

The Lead AMSA is able to independently manage position responsibility with little to no supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs.

Work Schedule: M-F: 8:00am-4:30pm
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status

No

Promotion Potential

None

Job family (Series)

0679 Medical Support Assistance

Requirements
Requirements

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

Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3g.)

Certification. None required.

Grade Determinations:GS-7 Lead MSA

Experience. One year of experience equivalent to the next lower grade (GS-06) level.

In addition to the one year of specialized experience at the next lowest grade (GS-06) level, candidates must demonstrate the KSAs below:

1. 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.
2. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
3. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
4. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff.
5. Ability to provide staff development and training.
6. 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.

Preferred Experience: One year of experience equivalent to the next lower grade level. To be creditable, this experience must demonstrate the knowledge, skills, and abilities associated with GS-6 MSA responsibilities. Experience at this level includes, but is not limited to: Ability to collaborate, communicate, set priorities, and organize the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations; 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; Advanced knowledge of the technical health care process as it relates to access to care; 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; Advanced knowledge of policies and procedures associated with operational activities that affect the patient flow, patient care, and the revenue process; and Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Experience may also include assuring 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; and organizing the work structure of his/her assigned areas.

References: VA Handbook 5005/53 Part II, Appendix G45 which can be found in your local Human Resources Office.

Physical Requirements: The work is sedentary. Typically, the employee may sit comfortably to perform portions of the work. However, there is a periodic walking, standing, bending, and lifting. No special physical demands are required to perform the work.
Education

There is no educational substitute for the grade level of this occupation.
Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

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

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

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

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

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.

If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

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.

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.

Background checks and security clearance

Security clearance

Other
Drug test required

No

Required Documents
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- Resume
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
- Cover Letter
- Resume
- SF-50/ Notification of Personnel Action
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.
If you are relying on your education to meet qualification requirements:
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. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

Benefits

Benefits

A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

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