The incumbent serves as a Lead Medical Support Assistant at the W. G. (Bill) Hefner VA Medical Center in Salisbury, NC assigned to the Surgical Service. The work of the position supports the care and treatment given to patients through providing administrative support to the Associate Chief of Staff (ACOS) Surgery, Surgery's Administrative Officer (AO), and all Surgery Departments.

Duties

The incumbent provides administrative and technical support in the organization, planning, implementation, and quality management for the Surgery Service clinics. The incumbent is required to be self-motivated and demonstrate initiative and concern for the successful delivery of accurate data to management. The position requires innovation and initiative in assuming new responsibilities as the situation demands. Retrieves periodic data & statistical reports and prepares correspondence by collecting and releasing data following a standardized approach that meets established requirements. The MSA collects data relevant to surgical medical activities and workload for report preparation and submissions. The incumbent validates data gathered from various sources and the incumbent maintains record indexes and compiles administrative statistics for Service leadership, physicians, and all other health care staff within Surgery. Organize and maintain data and reports which conform to established standards and meet the needs of the Surgery Service as well as ancillary professional staff. Sets up clinic profiles for each provider and ensures continuous review in conjunction with the Section Chiefs, AO(s), Decision Support System (DSS), and designated Health Administration Service (HAS) staff to assure quality of services as required to provide accurate account for clinic flow and management. The incumbent will verify that actual clinic profiles are accurately reflected and documented within the appropriate database. The incumbent will serve as the primary Service level back-up for the Program Support Specialist as well as other administrative staff within the service in regards to Operating Room (OR) and Anesthesia Pre-Operation/Evaluation clinic check in, and performs other duties as assigned. The Lead/Advanced MSA must have expertise knowledge of scheduling and clinic functions which include demonstrated proficiency with the use of the surgical package software which is designed specifically for data collection for surgical procedures. Additionally, the incumbent must have expertise knowledge regarding the VHA Directive 2010-027 Outpatient Scheduling Processes and Procedures. The Lead/Advanced MSA must be able to review patient information and clinic schedule lists to determine whether patients are vested, recognizing and educating providers about shared patients (those who receive their care at multiple VA's or those who have care in the community) and bringing any issues regarding patient care, patient scheduling, access issues or Operating Room (OR) functions to Service Leadership. The Lead/Advanced MSA serves as support to the AIS coordinator for Surgery Service & the OR. The individual is responsible for effectively integrating and managing the Surgical Package and code manager, designed specifically for the surgery program at the Salisbury VAMC. Responsibilities include obtaining, managing, and using information to enhance and improve individual and organizational performance, patient care, and patient tracking. The incumbent will assist in maintaining all administrative functions for Surgery Service and serve as the primary support for leadership as well as other administrative staff within the service in regards to the organization of information, scheduling, service level patient advocacy, and timekeeping. Receives and processes incoming and outgoing correspondence, reports, and computer information. The incumbent reviews all materials in relation to need for follow-up actions and general information, In addition, establishes priorities on verbal and written communication request from various Veteran Affairs agencies and private health care facilities. Independently composes and prepares correspondence and reports as well as prepares and submits necessary information, data, and/or documentation to Service Leadership. Work Schedule: Monday - Friday 7am - 3:30pm Telework: Adhoc Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

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. English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. 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 acceptable. 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: Experience. One year of experience equivalent to the [GS-6] grade level. 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 demonstrate [all of] the KSAs below: i. [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. ii. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.] [iii.] Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. iv. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff]. [v.] Ability to provide staff development and training. [vi.] 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, Part II, Appendix G45. Medical Support Assistant Qualification Standard, GS-0679 - Dated: August 1, 2019. The full performance level of this vacancy is GS-7. Physical Requirements: See VA Directive and Handbook 5019. -- The duties and responsibilities of the position requires some mobility, but generally the job is sedentary with some standing, stooping, reaching, and lifting up to 20 pounds. Incumbents are required to work with computer equipment.

Education

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. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address WG Bill Hefner Salisbury VA Medical Center 1601 Brenner Avenue Salisbury, NC 28144 US
• Name: Monica Busanet
• Email: [email protected]