The Advanced Level Medical Support Assistant (MSA) position serves as a Medical Support Assistant in the Community Living Center. The Medical Support Assistant will function in a technical advisory capacity in the Community Living Center (CLC) and within Geriatrics & Extended Care Line, assist residents with questions, complaints and information. The MSA performs the clerical and assistant support, which encompasses a variety of different duties and responsibilities.

Duties

Performs receptionist duties and customer service. Screen/receive phone calls in a courteous and timely manner, determine the nature of requests, provide the information desired using privacy rules, and direct calls to the appropriate staff. Interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities. Assist with scheduling and coordination of VA Video Connect (\/VC) appointments and assist with scheduling of Clinical Video Telehealth (CVT) appointments as needed. Review, and track consults submitted for the residents. Communicate with nursing staff and providers if consult needs an action, follow-up or appointment coordination with the consulting service. Supports patient safety standards using the correct Veterans Affairs identification of all residents through the use of two forms of identification, name and full Social Security Number. Set the tone for perception concerning quality of healthcare services at the VA. When records are received, ensure that all necessary health/administrative information are integrated into the Computerized Patient Record System (CPRS) by ensuring the documents are appropriately scanned into CPRS. Independently manage position responsibilities with little supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet the needs of the Community Living Center. Refers medical questions to the charge nurse. Obtains release of information forms /for residents to fill out when records are needed from different facilities, and coordinates Resident's appointments with nursing staff. Supports the Social Worker, Nurse Practitioner, and Provider by arranging resident appointments, notifying them of IDT schedules, distribute mail, incoming admissions, and family meetings. Assists the residents by making appointments and arranging payment of hair care. Sends medical information to Medical Records for scanning into resident's chart. Orders office supplies for the CLC and assists Logistics in any supply needs for the CLC. Completes VA form 2237 for return of equipment and furniture. Completes the Equipment Inventory List (EIL) annually and as needed for their assigned areas. Contacts the Details Clerk in Bath and the Veterans Service Center (VSC) in Canandaigua of any resident death in the CLC, prints labels for nursing staff to use, and notifies the Fire Department when resident is ready to be transported to the morgue. If the resident's family is not available, the baggage room will be called to pack and store resident belongings until the family can it pick up. Acts as the primary/alternate nursing timekeeper and enters tours of duty for up to 40 staff per unit every other week. Reviews the changes in nursing staff tours daily making revisions as necessary, contacts nursing staff with any exceptions, and assists staff with entering correct leave information. Input time when the other CLC MSA is not available. Maintains up-to-date individual staff time sheets for the Nurse Manager in preparation for timecard close out. Maintain and complete the FMLA tracker provided by payroll for nursing staff. Other duties as assigned. Work Schedule: Monday - Friday 8:00am - 4:30 pm Telework: Not Available Virtual: This is not a virtual position. Relocation/Recruitment Incentives: 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 Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.). 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. Certification. None required. 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 in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. 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: In addition to the basic requirements for employment listed in paragraph 3 above, the following education and experience criteria must be met when determining the grade of candidates. Only applicants qualifying at the GS-6 level will be considered. Medical Support Assistant (Advanced), GS-6 Experience. One year of experience equivalent to the GS-5 grade level. 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. 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. References: VA HANDBOOK 5005/117 PART II APPENDIX G45, dated 08/01/20219 The full performance level of this vacancy is GS-06 which is the actual grade at which an applicant may be selected. Physical Requirements: The work is generally primarily sedentary. Physical demands do not exceed those of a typical office setting. There may be some walking, standing twisting, turning, sitting, pushing, bending, frequent keyboard usage, and carrying of light items. Some positions may require sitting for long periods of time at a computer terminal typing data while talking on a telephone headset. In addition, there can be increased stress due to the intensity of a patient/customer complaint or concern.

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 Canandaigua VA Medical Center 400 Fort Hill Ave Canandaigua, NY 14424 US
• Name: Stephen Jones
• Phone: 315-425-3791
• Email: [email protected]