This position located in the Primary and Specialty Medicine Service Line at the St. Cloud VA Health Care System and is the first administrative point-of-contact for Veterans, family, and other visitors contacting the St. Cloud VA. This position will provide advanced administrative support to clinical staff members and Veterans, in addition to overseeing the daily clerical functions of the Scheduling of all Primary and Specialty Medicine areas.

Duties

Functions at an advanced performance level utilizing advanced knowledge of scheduling appointments, including interpreting, and verifying provider orders in accordance with VHA National scheduling guidelines and facility policies. Schedules, cancels, re-schedules patient's appointments and/or consults; enters no-show information; monitors reports; prepares for clinical visits; monitors outpatient appointments for areas of responsibility; receives phone calls; enters patient contact notes and delivers to proper personnel; verifies and updates demographics and insurance information; and processes all emergency and non-emergency transfers to other VA facilities or private hospitals. Performs front desks duties, receives telephone calls, and visitors to the medical facility. Utilizes a variety of patient data systems in scheduling patients for treatment and annotates in patient records. Uses multiple applications, including the VSE GUI, VISTA, CPRS, VETLINK, Insurance Capture Buffer (ICB), Consult Database, Outlook e-mail and other programs. Provides specialized and expert communication and appropriate information across service lines for seamless function of program and collaboration of care for Veterans Expertly develops and maintains effective and efficient communication with the Veterans, outside agencies, all VA staff and any customers Participate in and independently follow up on team huddles, sharing information and collaborating with the medical team assuring continuity of care Participates with expanding face to face and non-face to face care by using Veteran Health Coaching skills and enhancing Veteran self-management Advanced knowledge to access reports for clinic utilization (for scrubbing clinic schedules to ensure appropriate scheduling), Access databases, consults, tracking scheduling attempts and consult scheduling, and various other reports as they become available. This includes assisting with the development of letters used by their team-let or work area Advises MSA staff on how to handle problems and complaints as they arise, keeping the supervisor advised and obtaining assistance as needed Advises and teaches MSA staff on appropriate and effective communication skills Responsible to run reports, distribute and follow up on outstanding or incomplete consults, orders, messages, appointments Receives and responds to unclear inquiries concerning a variety of medical, personnel, and administrative matters. Determines general nature of inquiry and independently responds to all administrative questions. Recognizes and refers urgent inquiries to professional staff for immediate action Work Schedule: Administrative days Monday-Friday Telework: Not available Functional Statement #: 00000 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. 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. Foreign Education. To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs. Physical Requirements. See VA Directive and Handbook 5019. English Language Proficiency. MSAs must be proficient in spoken and written English. 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: Lead Medical Support Assistant, GS-6 Experience. One year of experience equivalent to the GS-5 grade level. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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, ensuring compliance with established policies and regulations. Ability to provide staff development and training. Ability to manage staffing requirements, manage priorities, and coordinate with staff in the unit in order to complete duties in an accurate and timely manner. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work. Ability to review and monitor data to ensure all reports are complete and accurate. References: VA Handbook 5005, Part II, Appendix G45 The full performance level of this vacancy is GS-6. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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 St Cloud VA Medical Center 4801 Veterans Drive St Cloud, MN 56303 US
• Name: Breeze Hennes
• Phone: (320) 252-1670 X5222
• Email: [email protected]