This position serves as an Advanced Medical Support Assistant for the Advanced Care Planning - Group Visits. The AMSA work impacts the administrative aspect of patient care, including access, scheduling/coordinating appointments using advanced clinic access principles, collecting, and updating demographic information, consult management, patient processing and customer service.

Duties

A. Works collaboratively in interdisciplinary coordinated care delivery models and performs customer service and other duties assigned for the proper and timely treatment of patients and maintains appointment schedules. Assist with clinic access contingency plans by adjusting appointment times, location, or dates. Participates in weekly team meetings. Daily review of active/pending consults. B. Coordinates administrative services for veterans, family members, caregivers, and general public, administrative and clinical staff to ensure continuity of inpatient and outpatient care. When records are received, the incumbent will follow the SOP and ensure records are taken/sent to HIMS and scanned into the record. Develops and maintains effective working relationships with all clinical and administrative staff in determining priorities of activities in support of direct patient care. C. Generates patient workload reports for validation and monitors activity in clinical areas to ensure consistent and accurate reporting. Organizes and implements quality assurance monitors; prepares a wide variety of administrative reports and documents for supervisor and Health Administration Service/Business Office generates patient workload reports for validation and monitors activity to assure consistent and accurate reporting. Manages reports in VSSC. D. Ability to work in a busy environment, multi-task, ensure compliance, as well as process and follow-up on a very high volume of phone calls or written requests from patients. The work requires a high degree of judgment, fact-finding, and coordination with people at various levels (patients, management, VISN). Additional duties or tasks may be assigned by the supervisor, Specialty Section Chief, or Social Work Chief or designee to ensure efficient daily operations. E. Schedules time, arranges location, and notifies participants of staff meetings and conferences. Prepares minutes for the Advance Care Planning-Group Visits Program Coordinator (ACP-GV) and agendas for meetings and conferences, etc. Types in the correct format and prepares for signature of the ACP-GV Program Coordinator to ensure timely dissemination of information to staff and stakeholders. Prepare a wide variety of recurring and non-recurring correspondence, reports, and other documents. He/she will assist with any future proposals/projects that are implemented and will be responsible for participation in special events connected with the ACP-GV program. F. Extensive knowledge of Excel software is required as incumbent must be able to copy sections from one document to another; format text; arrange text in columns; merge documents; prepare tables, graphs, and footnotes; knowledge of other microcomputer software programs used in the program to include database management programs and VSSC. Knowledge of VISTA and CPRS computer programs for reviewing and tracking patient consults, determination of assigned social workers, and signing CPRS notes they're co-signed to for administrative purposes. Utilize a variety of software programs and communication tools to input and retrieve data as required. Collect, enter, and manage data, including both patient data and program data. G. Functions as an ADPAC for the ACP-GV section but can provide back up for other ADPAC's in Social Work Service as needed. Investigates and reports problems to Information Technology (IT) Service including, but not limited to, VISTA and CPRS. Loads new users and their personal information into the Office of Information and Technologies electronic permission access system (e-Pas) and submits all e-Pas requests for existing staff, interns, and students. Grants access to services shared network folders and Outlook email distribution groups. H. A PIV sponsor for the section that provides users assistance in filling out and scanning all paperwork related to PKI, set, and coordinate appointments for new and replacement PIV cards, as well as helping user access PKI certificates upon expiration is a necessary part of enforcing information security. I. As a TMS administrator for the Educational Software, the incumbent is required to create courses, register AMPS employees for courses, input all education data into TMS programming for the faculty continuing medical education credits, basic life support training, and annual TMS training reports indicting attendance and compliance with facility/VISN mandated training. J. Maintains and posts time and attendance reports for the Advance Care Planning Group Visits staff using the automated system and in accordance with established procedures; maintains leave calendar; and posts projected leave to the calendar. Work Schedule: Monday - Friday, 8:00am to 4:30pm Virtual: This is not a virtual position. Functional Statement #: 00000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

Basic Requirements: Citizenship. Citizen of the United States. Non-citizens may 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 this 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. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. 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. Medical Support Assistant (Advanced), GS-6 Experience. One year of experience equivalent to the GS-5 grade level with Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. Ability to collaborate and communicate with a wide range of medical clinicians across multiple disciplines (e.g. medical doctors, nurse practitioners, physician assistants, psychologists, psychiatrists, social workers, clinical pharmacists, and nursing staff) to accomplish team goal setting to ensure medical care to patients is met. ii. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations. iii. Ability to communicate tactfully and effectively, electronically, by phone, in person, and in writing, with internal and external customers. This may include preparing reports in various formats and presenting data to various organizational levels, as well as resolving patient concerns. iv. Advanced knowledge of the technical health care process (including, but not limited to, scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals) as it relates to access to care. v. Advanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow, and patient support care administrative functions to include, but not limited to appointment cycles, outside patient referrals, follow-up care, overbooking, provider availability, etc. vi. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Assignment. The Advanced MSA provides specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model. Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or care in the community resources. Recommends changes to existing clinic procedures based on current administrative guidelines. Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model. Coordinates with the patient care team to review clinic appointment availability (utilization) to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics, and makes adjustments as necessary. MSAs at this level] develop and/or maintain effective and efficient communication with the patient, interdisciplinary [coordinated care delivery model teams, VA medical centers, and other agencies (e.g., assist with communications during the inpatient to outpatient discharge; communicate with non-VA medical facilities; prepare correspondence to notify patients of normal lab results; manage a system for follow-up care such as consults, tests, etc.).Other assignments at this level include, but are not limited to: processes incoming patient secure messaging through MyHealthyVet and coordinates with care team as appropriate; participates in] team huddles and team meetings to manage, plan, problem solve, and follow-up with patient care by sharing information and collaborating with the interdisciplinary team; setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs; identifies incomplete encounters and communicates findings to providers; as needed; assists the team to reinforce the plan of care and self-help solutions; enters appropriate information into the electronic record; monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure; manages patient systems to verify and validate accuracy and resolve issues; evaluates patient information and clinic schedule lists to determine whether the patient requires an immediate appointment; informs team members about shared patients (i.e)., those who receive their care at multiple VA centers or those who [receive] care in the community). 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. Preferred Experience: Experience with CPRS, VISTA, reviewing medical records, consults. Experience managing internal and external issues. Experience coordinating appointments. Experience with customer service, and compliance protecting sensitive data and patient medical records. Ability to assess and interpret data. Experience using Excel, Microsoft Word, PowerPoint, Adobe, and other related documents to perform daily work tasks. References: VA Handbook 5005/117, Part II, Appendix G45. Medical Support Assistant Qualification Standard GS-0679; August 1, 2019.The full performance level of this vacancy is GS-6. Requirements: Light lifting and carrying, under 15 pounds; Reaching above shoulder, Use of fingers; Both hands required; Walking and Standing (2 hours); Repeated bending (2 hours); Both legs required; Both eyes required; Depth perception; Ability to distinguish basic colors; Hearing (aid permitted); Hearing without aid.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

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 Dallas VA Medical Center 4500 South Lancaster Road Dallas, TX 75216 US
• Name: VISN 17 SSU USAS Group
• Email: [email protected]