The position is located at the VA Pittsburgh Healthcare System and reports to the Supervisory Administrative Specialist within the Geriatrics and Extended Care (GEC) service line.

Duties

Duties include but are not limited to: Ensures accurate and timely scheduling of appointments and completion of return to clinic orders and recalls. Conducts ongoing reviews to ensure quality of work Provides guidance to staff members to include changes in policies and procedures, distributing and balancing workload to care Provides input during team meetings to assist in resolving problems having to do with operational issues or procedure As a liaison among administrative staff, patients and other interdisciplinary staff to resolve day-to-day conflicts Records and monitors leave calendars and timekeeping duties. Sets priorities and deadlines; adjusting the flow and sequencing of the work to meet team and patient needs. Monitors work assignments, provides input on performance, resolves daily workplace issues, and maintains efficient workflow. Reviews data and reports to ensure efficiency, quality, and completion of work Follows policies and procedures related to scheduling and access workflow, unresolved open consults and return to clinic orders and responding to actionable reports for open encounters, action required and other unresolved encounter documentation reports. Enters appropriate information into the electronic health records. Assists in gathering information related to patient complaints in the GEC programs and assist the supervisors in resolving complaints in a timely fashion Develops and maintains effective and efficient communication with the patient, the interdisciplinary team, their supervisor, and other specialty services within the healthcare system. Works collaboratively with other services. Orients and provides on-the-job training for new and current employees; ensuring all training requirements are met. Participates in team huddles and meetings. Manages clinic reports. Performs administrative follow-up actions. Subject matter expert in all administrative support applications such as VISTA, VSE, VISTA GUI, Secure Messaging, Consult Tracking Manager (CTM), PATSR, etc., and all other administrative applications required to successfully perform the work duties as assigned. Ability to analyze complex problems. Supports all applicable services Work Schedule: 8:00am - 4:30pm Telework: Yes 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

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. 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. 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, paragraph 3.j. 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 Grade Determinations: Lead Medical Support Assistant GS-7 grade level, you must have one year of experience equivalent to the GS-6 grade level. Examples of this experience would include: The Lead AMSA is responsible for the coordination of AMSA assignments and workflow found in an interdisciplinary unit. Responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluate training records; and determines training needs. Assists with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments include but not limited too: ensuring accurate and timely scheduling of appointments, provide guidance, create and maintain employee work schedules, act as liaison among AMSA staff, patients, and other staff to resolve day to day conflicts. In addition to meeting the one year of experience, you must also meet the following Knowledge, Skills and Abilities: 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. Preferred Experience: Administrative experience required. 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; ability to provide staff development and training; attention to detail required to review and monitor data to ensure all reports are complete and accurate. Clinical patient scheduling experience preferred with experience following complex scheduling instructions and mentoring the team members. References: References: VA Handbook 5005/53, Part II, Appendix G45. The full performance level of this vacancy is GS-5. The actual grade at which an applicant may be selected for this vacancy is the GS-07. Physical Requirements: The incumbent must quickly transition between workplace environments. The position requires long periods of sitting and extensive fine motor skills and exertion to the upper extremities. Daily intermittent walking, standing, bending, stooping, reaching, and carrying of lightweight items required. The incumbent is expected to practice safe work habits and use ergonomically correct body mechanics to avoid injury.

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 Pittsburgh VA Medical Center 1010 Delafield Road Pittsburgh, PA 15215 US
• Name: Sierra Arnold
• Phone: (412) 822-2431
• Email: [email protected]