Advanced Medical Support Assistant - U.S. Department of State - Augusta, ME

Job Title: Advanced Medical Support Assistant

Department: Department Of Veterans Affairs

Agency: Veterans Affairs, Veterans Health Administration

Job Announcement Number: VHA-402-15-LLR-1505900 BU SALARY RANGE: $35,609.00

to

$46,294.00

/ Per Year OPEN PERIOD: Monday, September 14, 2015 to

Friday, September 18, 2015 SERIES & GRADE: GS-0679-06 POSITION INFORMATION: Full Time –

Excepted Service Permanent PROMOTION POTENTIAL: 06 DUTY LOCATIONS: 1 vacancy in the following location:

Augusta, ME View Map

WHO MAY APPLY: United States Citizens SECURITY CLEARANCE: Not Applicable SUPERVISORY STATUS: No JOB SUMMARY:

Vacancy

Identification Number (VIN): 1505900

OUR MISSION: 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.

The VA Maine Healthcare System is seeking one (1) Advanced Medical Support Assistant (MSA) in the Radiology Service Line for the VA Maine Healthcare System, located in Augusta, ME. We are an employer of choice that is the center of excellence in patient care, education and research. We value Integrity, Commitment, Advocacy, Respect and Excellence. We value you.

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 and leadership positions 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. VA

professionals feel good about their careers and their ability to balance work

and home life. VA offers generous paid time off and a variety of predictable

and flexible scheduling opportunities.

For more information on the Department of Veterans Affairs, go to http://www.vacareers.va.gov .

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.

TRAVEL REQUIRED

Not Required RELOCATION AUTHORIZED

No KEY REQUIREMENTS

Must pass pre-employment physical examination

Must be proficient in written and spoken English

Background and-or Security Investigation required

Selective Service Registration is required for males born after 12/31/1959. DUTIES:

The

Advanced MSA provides clerical assistance in support of the diagnostic, ultrasound, CT, interventional, and MRI modalities of the Radiology Service. Duties include but are not limited to:

Establish initial patient contacts, telephone calls, scheduling, registration, and generation of appointment letters.

Re-scheduling patient’s appointments and /or consults, enters no-show information, monitors the electronic wait list, verifies and updates demographic information with minimal errors.

Informs the Radiology Manager weekly on the estimated patient wait times and exam cancellations for record keeping purposes. An ongoing record is maintained listing reasons for exam cancellations.

Schedules patients for radiology tests in accordance with service procedures and policies and instructs patients on standard preparation procedures required prior to testing (i.e., liquid intake, medications, dietary instructions, lab tests, stopping of calcium for bone densitometry exams etc.). Except for circumstances when the MSA is given permission to do otherwise, avoid scheduling patients for procedures more than 30 days in advance of the desired date on the order.

Attempts to make contact with patients to schedule their exam within 7 days of receiving the request for the procedure. Ensures that patients are scheduled within 30 days of desired date by the provider. Alerts the radiology manager when it becomes difficult to accommodate scheduling of patients within the 30 day time frame.

Maintains a filing system which organizes orders for examinations requested 120 days or more into the future. The MSA checks this file on a weekly basis to verify that all potential exams have been scheduled appropriately.

In order to streamline the ordering process, works collaboratively with the Orthopedic Clinic to obtain orders for x-rays, fluoroscopy procedures, and other exams when orders are missing.

Monitors schedules to ensure that no exams are double-booked unless this is approved by a lead tech, radiology manager, or radiologist (in that order) and initials of the person approving the double-booking are placed in the scheduling book by the appointment(s).

Determines what type of study is requested, and confirms status (walk-in or appointment) for diagnostic, ultrasound, CT, interventional, and MRI modalities. He/she appropriately registers patients for studies, directing patients to the waiting room or proper examination room, entering patient information into the computer database, checking request for proper information and making corrections as needed. Checks the system for any other “pending exams” that can be completed while the patient is present.

Resolves simple complaints of patients, and refers others to the supervisor. Answers general questions pertaining to the radiology service such as, but not limited to, policies, appointment cancellation, hours, and availability of services.

Receives mail and verbal requests to send patient images to outside consultants and other VA facilities. Burns images to CD from Picture Archiving Computer System (PACS) digitized workstation following departmental and medical-center wide policies. Follows HIPAA policies and procedures regarding release of patient information. Tracks and documents patient release of information (ROI) request for radiologic reports and images to ensure proper procedures are applied and that requesting individuals receive images and/or reports in a timely manner. Packages records for mailing.

Assists Radiology Secretary in ensuring that all reports of radiologic examinations are completed in a timely fashion, including preparation of the Incomplete Exam Report, taking appropriate action directed by the supervisor to bring all reports to completion.

Work Schedule: Monday – Friday –

7:30am to 4:00pm

Functional Statement Title/# – Advanced Medical

Support Assistant

QUALIFICATIONS REQUIRED:
BASIC REQUIREMENTS:
Citizenship: Citizen of the United States.

Non-citizens maybe appointed when it is not possible to recruit qualified

citizens in accordance with VA Policy.

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.

English Language

Proficiency: Must

be proficient in spoken and written English.

Preferred Experience: Demonstrate the ability to work in

a busy environment, multi-task, lead, and organize a large group of staff in

various work areas to produce results, ensure compliance, as well as process

and follow-up on a very high volume of phone calls or written requests from

patients inquiring about appointments or their status on the waiting list.

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; religious; 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.

GRADE DETERMINATIONS:
GS-6 Advanced MSA:
Experience: One year of experience equivalent

to the next lower grade level (GS-5) which is the full performance level for MSAs.

At the GS-05 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 are 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 preauthorization

requirements for specific coverage.

Assignment: 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.

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 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.

References:
Appendix G45. Medical Support Assistant Qualification Standard GS-0679. http://vaww.va.gov/OHRM/Directives-Handbooks/Documents/5005.pdf

This can be found in the local Human Resources Office.

Note: Only education or degrees recognized by

the U.S. Department of Education from accredited colleges, universities,

schools, or institutions may be used to qualify for Federal employment. You can

verify your education here: http://ope.ed.gov/accreditation/ . 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.

Physical

Requirements: Work is primarily sedentary

involving all computer usage. Daily intermittent physical movement required

throughout the work area and Health Care Center. Rigid deadlines and need for

high degree of accuracy periodically becomes stressful. Work is primarily performed

in an adequately lighted and climate controlled hospital office environment

involving the everyday risks or discomforts. Safety precautions of a typical

office setting are followed.

HOW YOU WILL BE EVALUATED:
HOW YOU WILL BE EVALUATED:
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND

SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Your application, résumé and/or supporting documentation will be verified. Please follow all instructions

carefully. Errors or omissions may

affect consideration for employment.

NOTE: Th e Professional

Standards Board (a peer-review group) will review the selected candidate’s

education and experience and recommend the grade and salary at which the

candidate will be placed. For internal

selectees eligible for promotion, the board will determine grade and HR will

determine step in accordance with policy.

BENEFITS: VA offers a comprehensive benefits package. This

link provides is an overview of the benefits currently offered: http://www.vacareers.va.gov/why-choose-va/benefits/index.asp .

OTHER INFORMATION:
This job opportunity announcement

may be used to fill additional vacancies.

This

position is in the Excepted Service and does not confer competitive

status.

HOW TO APPLY:
All applicants

are encouraged to apply online.

To apply for this position, you must complete the View Occupational Questionnaire and submit the documentation specified in the Required Documents

section below.

The complete

application package must be submitted by 11:59 PM (EST) on Friday, September 18, 2015 to

receive consideration.

1. To

begin, click Apply Online to create a USAJOBS account or log in to your

existing account. Follow the prompts to select your USAJOBS resume and/or other

supporting documents and complete the occupational questionnaire.

2. Click

Submit My Answers to submit your application package.

NOTE : It is your responsibility to

ensure your responses and appropriate documentation is submitted prior to the

closing date.

To verify your

application is complete, log into your USAJOBS account, https://my.usajobs.gov/Account/Login , select the Application Status link and then

select the more information link for this position. The Details page will

display the status of your application, the documentation received and

processed, and any correspondence the agency has sent related to this

application. Your uploaded documents may take several hours to clear the

virus scan process.

To return to an

incomplete application, log into your USAJOBS account and click Update

Application in the vacancy announcement. You must re-select your resume

and/or other documents from your USAJOBS account or your application will be

incomplete.

REQUIRED DOCUMENTS:
All applicants are required to submit the following supporting document type(s):

• OF-306


• Other (VA 10-2850c)


• Resume

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:

• Cover Letter


• DD-214


• Other Veterans Document


• SF-15


• SF-50


• Transcript

VA Form 10-2850c – Application

for Associated Health Occupations (Available at http://www.va.gov/vaforms/medical/pdf/vha-10-2850c-fill.pdf ) (required) .

Please use this checklist to make sure you

have included other documents required for your application, such as a copy of

your transcript (if using education to qualify), documentation

to support Veterans Preference claims, or ICTAP/CTAP documentation (for

displaced Federal employees). You will not be contacted for additional

information.

Veterans’ Preference: When applying for Federal Jobs, eligible

Veterans should claim preference on the Occupational Questionnaire in the

section provided and provide a legible copy of your DD214(s) and/or

documentation related to your active duty service which shows dates of service,

character of service (honorable, general, etc.), or 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

Veterans Preference” with required proof as stated on the form. For

more information, please review the information for disabled Veterans in the

application checklist or visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

Faxing Applications or Supporting Documents: You are

encouraged to apply online. Applying online will allow you to review and

track the status of your application. If you are unable to apply online or

unable to upload your supporting documents to your online application, follow

the directions located at the following site: Fax Options . The

Vacancy ID of the job opportunity announcement is 1505900.

NOTE : If you

applied online and your application is complete, do not fax the paper

application (1203-FX) as this will overwrite your prior online responses and

may result in you being found ineligible.

AGENCY CONTACT INFO: Lisa Rifenbark

Phone: (207)623-8411×5437

Email: LISA.RIFENBARK@VA.GOV

Agency Information:
VHA Togus VAMC

Department of Veterans Affairs

1 VA Center

Augusta,

ME

04330 WHAT TO EXPECT NEXT:
After we receive your complete application package

(including all required documents), your qualifications will be reviewed and

assigned an initial rating.

We will also review your application to make sure

that your résumé supports the answers given in the questionnaire. If your

résumé does not support your questionnaire answers, we will adjust your rating

accordingly. Based on your ranking or numerical score, you may be referred to

the hiring manager for further consideration and possible interview. You will

be notified when your rating is determined.