The VA New Jersey Health Care System is currently recruiting for a Lead Medical Support Assistants under Ambulatory Care Service. The Lead Medical Support Assistant reports directly to the Ambulatory Care Supervisor MSA in collaboration with the Administrative Officer. The Lead MSAs for Ambulatory care will be located at the Hamilton CBOC.

Duties

The purpose of the Lead MSA GS 7 is to supervise administrative procedures throughout the clinic visit process, including the accuracy and acceptability with which the clinic provides services. The Lead MSA monitors and makes work assignments, sets priorities, and provides input on performance of MSAs GS 3 through 6. Resolves daily workplace issues and maintains efficient workflow within Ambulatory Care clinics. Assignments at this level include, but are not limited to: 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; orienting and providing on-the-job training for new and current employees: ensuring all training requirements are met; organizing the work structure and managing staffing requirements of his/her assigned areas; and acting as liaison between Supervisory MSA and staff in order to resolve day to day conflicts. The Lead MSA is responsible for a variety of customer service functions including data entry, data retrieval, and records processing. The incumbent provides oversight and guidance for staff who perform the following duties: scheduling appointments, recall scheduling and verifying provider orders for scheduling purposes. cancelling, rescheduling and/or recalling patients' appointments. Tracking consults appointment reconciliation including pulling clinic lists: appointment cancellation; ensuring encounter forms are completed in order to obtain appropriate workload credit; performing data validation audits and quality care data retrieval oversight 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 eligibility, co-pay and preauthorization requirements for specific coverage; acquiring knowledge of travel and all related duties for providing treatment; authorizing and calculating reimbursement of travel expenses for qualified outpatients; collecting data necessary to prepare monthly AMIS reports communicating scheduling and consult issues with clinical staff as needed and all other duties as described in the MSA functional statement. He/she is responsible for overseeing a variety of administrative support duties associated with patient care and processing in the clinic. Maintains a thorough knowledge of the different procedures (practice routines) in order to train medical support assistants in Ambulatory Care Service and provide emergency coverage when needed if shortage of MSA is noted. He/she is responsible for auditing the Medical Support Assistant work to ensure that the employees properly and accurately interpret physician orders in the electronic medical record so that patients receive the appropriate care at the correct time, location, and intervention level. Incumbent must be able to provide assistance to clinic staff members concerning policies, directives, procedures, etc., while either relaying any changes, carrying out policies, or obtaining required information /decisions from supervisors whenever appropriate. Knowledge of the various facilities, services, medical terminology, and procedures that is common across the clinical services, in order to provide assistance and converse with the professional staff. Work Schedule: M-F, 8am - 4:30pm Compressed/Flexible:Not available Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 23911-A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized Financial Disclosure Report: Not required

Requirements

Qualifications

NOTE: Your resume must include the following information for each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2007 to April 2008) Full-time or part-time status (include hours worked per week), pay plan, series and grade (PP-SER-GR) for current federal employees. Basic Requirements: Citizenship: Citizen of the United States Experience and Education. 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- 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. Physical Requirements: See VA Directive and Handbook 5019. English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A. Certification. None required. 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). Creditable Experience(1) Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities [or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting]. Experience satisfying this requirement may be paid/non-paid employment as [an] MSA or [an equivalent position in a non-VA hospital or clinic setting]. (2) Quality of Experience. Qualifying experience must be at a level comparable to MSA experience [or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting] at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of [varieties] as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. (3) Part-Time Experience. Part-time experience as [an MSA or equivalent administrative patient support in] a [non-VA medical inpatient or outpatient setting] is creditable according to its relationship to the full-time workweek. For example, [an] MSA employed 20 hours a week, or on a 1/2-time basis, would receive [one] full-time workweek of credit for each [two] weeks of service. Lead Medical Support Assistant, GS-7 Grade Determinations: In addition to the basic requirements for employment listed above, the following experience criteria must be met when determining the grade of candidates: (a) Experience. One year of experience equivalent to the GS-6 grade level which demonstrates the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities [or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting]. (b) Assignment. The Lead MSA [is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. The Lead assists the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments at this level include, but are not limited to: ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.] 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 meet the grade requirement(s) above, and their resumes must CLEARLY demonstrate [all of] the KSAs below: 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. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.] Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff]. Ability to provide staff development and training. 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. References: VA Handbook 5005/ 117 Appendix G45 The full performance level of this vacancy is GS7. The actual grade at which an applicant may be selected for this vacancy is in the range of GS7 to GS7. Physical Requirements: Incumbent must work in a multi-screen computer environment being able to use GUI, Vista, Vetext, ICB, CPRS and BMS screens bilaterally. Work is mostly sedentary but may require some standing, walking, bending, twisting and stair climbing.

Education

There is no education substitution.

Contacts

• Address VA New Jersey Health Care System 385 Tremont Avenue East Orange, NJ 07018 US
• Name: Keisha Smith
• Phone: 520-339-8112
• Email: [email protected]