Advanced Medical Support Assistant - Department Of Veterans Affairs - Augusta, ME
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: Back to top
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: Back to top
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 candidates
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: Back to top 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.
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