The Program Support Assistant (PSA) provides clerical and administrative support to the Anatomic Pathology Section of the Pathology and Laboratory Service, within the Minneapolis VA Health Care System. The PSA provides transcription services to the pathologists and maintains document control and records management for the Pathology and Laboratory Medicine Service.

Duties

Major Duties include, but are not limited to: Preparation of reports for the medical record (50%) Transcribes highly specialized medical dictation from dictation system or handwritten form, which covers a wide range of medical specialties, including surgical, autopsy, bone marrow, and cytology reports. Prepares final reports for signatures of pathologists. Distributes released reports to appropriate locations. Using a comprehensive vocabulary of medical terminology, anatomy, pharmacology, surgical procedures, and laboratory values, ensures completed reports are medically consistent and accurate in context. Prepares necessary paperwork for autopsy protocols. Ensures that final typed surgical, autopsy, bone marrow, and cytology reports meet established medical, legal, accreditation and organization requirements. Enters all reports within expedient time frame, so that when a pathologist arrives at a critical diagnosis, clinician is notified and can institute treatment on patient immediately. Maintains file copies of all surgical, autopsy, bone marrow, and cytology reports. Enters supplementary reports into the computer and retains copies of all reports per established record retention requirements. Qualified typist required. Coding for workload, billing and diagnostic database (20%) Assigns appropriate Systematized Nomenclature of Medicine (SNOMED) and Current Procedural Terminology (CPT) codes for pathology cases with attention to required time frames. Uses appropriate reference books and online resources to keep up with coding changes. Works with pathologist and pathology and lab ADPAC on necessary updating of coding pick list to delete obsolete codes and add codes that are up to date and required by the business office for detailed billing of services rendered. Inputs CPT workload data on timely basis to allow for complete and accurate workload capture and billing of outside insurance sources. Coordination of outsourced testing and requests for referral material (15%) Coordinates the send-out of pathology specimens for testing at outside pathology laboratories. Records send-outs in an electronic log, prepares paperwork required by the reference laboratory, ensures that proper documentation is submitted to billing clerk, follows up to ensure results are received, and enters results into CPRS for pathologist signature. Scans reports of outsourced diagnostic studies for surgical pathology and cytology cases into VistA Imaging. Responds to phone and computer requests by following through with routine surgical/autopsy/bone marrow/cytology inquiry. Prepares the necessary paperwork for the issuance of pathology material outside Pathology and Laboratory Medicine Service (i.e., SERS, POW, transferrals). Packages and addresses all correspondence for mailing. Logs in surgical/cytology/autopsy/bone marrow specimens. Quality Assurance Duties - 10% Utilizes computer programs to generate lists of cases for 10% random review. Organizes reports and slides for review by pathologists, and enters records of those results into appropriate database. Collects quality assurance data for the Chief, Pathology and Laboratory Service, including frozen section discrepancy rates, results of 10% random review, and documentation of second pathologist review and telephone notification in cases of new malignancy. Miscellaneous duties - 5% Assists in histology on an as-needed basis. Duties to include accessioning of specimens (surgical pathology and cytology) for evaluation by pathologists. Assists with training on accessioning surgical and cytology specimens. Receives calls, greets visitors, and directs to staff members those contacts needing their attention or action. Incorporates professional etiquette (courtesy, promptness, tactfulness). Types anatomic pathology related correspondence for pathologists, laboratory manager and section supervisors, when needed. Performs other duties as assigned. Work Schedule: Monday - Friday, administrative days, no weekends or holidays Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD60191A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/28/2023. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-05 position you must have served 52 weeks at the GS-04. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade (GS-04) in the normal line of progression for the occupation in the organization. Specialized experience includes: transcribing medical documents using proper format (grammar, punctuation, capitalization, and spelling ); researching medical journals, nomenclatures, and medical dictionaries; working with CPT coding and SNOMED as related to anatomic pathology; using typical office equipment, including fax machine, scanner, telephone, copier, etc. You will be rated on the following Competencies for this position: ClericalCustomer Service (Clerical/Technical)Medical InformationWriting Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. 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. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Minneapolis VA Medical Center One Veterans Drive Minneapolis, MN 55417 US
• Name: Amanda Martin
• Phone: 313-576-3024
• Email: [email protected]