This position is located at the Mental Health Service Line, Acute Mental Health at the St. Cloud VA Health Care System. The Lead MSA resolves daily workplace issues and maintains efficient workflow and has responsibility for initiating and carrying out a variety of administrative duties associated with the patient record management and treatment on an Inpatient Psychiatric Unit and a Residential Treatment Program, as well as interface with the MH Outpatient Clinic.

Duties

This occupation is eligible for Student Loan Repayment Program (SLRP). The incumbent develops new and uses established confidential and secure data management systems to assure accomplishment of facility mission and goals, including compilation of data for process review and quality monitoring. The incumbent maintains compliance with established guidelines regarding release of information with respect to all PHI and HIPAA regulations. The incumbent will demonstrate advanced skills in executing, coordinating, and communicating resolution of problems and outcomes regarding: a. Arrangements to schedule/coordinate appointments for patients with referral staff, clinics, services, consultants, and other hospital clinics, including transportation. b. Setting up, organizing, and maintaining record systems for admissions, transfers, and discharges. This includes advanced knowledge and skills needed to make changes in designation of primary provider and the VISTA Bed Control system in a timely manner. c. Facilitation of communications with outside facilities, including information regarding placement and court proceedings (i.e., placing and accepting phone calls, confidential faxed information, and documents for commitment process). This includes guidance to other staff regarding commitment processes and examinations. d. Coordination of appointments to ensure timeliness and avoid conflicts in meeting the needs of the patient and the schedule of the clinic services, consultants, etc., to which the patient is referred. e. Update admissions, transfers, and discharges into the computerized data systems and patient record systems, maintaining the computerized data base used for tracking admissions, discharges, and follow-up appointments. f. The incumbent will schedule or ensure outpatient clinic appointments are scheduled, all new admissions registered, demographics are verified and updated. Coordination of daily and follow-up appointments related to admissions/discharge/transfer, consults, lab work, imaging, etc., for smooth transitions in care into and out of the inpatient psychiatric setting, including coordination with case managers and care coordinators in the outpatient setting to assure continuity of care. g. Communication skills sufficient to answer questions and problem-solving regarding appointments, admissions, transfers, and discharges, varying the information released appropriately to internal and external customers. h. Closing out the medical record when patients are discharged; assure required forms are complete and signed by professional staff, notify various departments of the action, and make necessary arrangements for the transfer of patients to other hospitals or nursing homes. This includes requesting providers to document information needed when the information is not in the patient's computerized record, including completion of encounters. i. Verify third party insurance and update information in the Insurance Capture Buffer (ICB) system. j. Provides leadership and support for use of the computer contingency plans. Work Schedule: Monday-Friday 7:30am-4pm Telework: Not Available 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. a. 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.). b. 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. c. Certification. None required. d. Grandfathering Provision. 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). Lead Medical Support Assistant, GS-7 1. Experience One year of experience equivalent to the GS-6 grade level, Examples of experience may include: 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 Independently set priorities and organize work to meet deadlines, ensuring compliance with established procedures, policies and regulations; Communicate tactfully and effectively, electronically, by phone, 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 Acquired 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. Acquired advanced knowledge of polices 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. Acquired advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. AND 2. Demonstrated Knowledge, Skills, and Abilities Candidates must demonstrate all of the KSAs below: 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. 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. 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. References: VA Handbook 5005/117, PART II, APPENDIX G45

Education

No education substitution for this level.

Contacts

• Address St Cloud VA Medical Center 4801 Veterans Drive St Cloud, MN 56303 US
• Name: Glenda Abfalter
• Phone: 3202556480 X5201
• Email: [email protected]