The Advance Medical Support Assistant position is located on the Mental Health Service Line, Acute Mental Health at the St. Cloud VA Health Care System. This position is the point of entry for patients, family members, court personnel and professional staff entering the secure/open unit.

Duties

1) Basic Functions: The incumbent has responsibility for initiating and carrying out a variety of administrative duties associated with patient record management and treatment on an Inpatient Psychiatric Unit and a Residential Treatment Program. The incumbent uses Vista and CPRS computer system on a daily basis. Assignments include, but are not limited to interpreting and verifying providers orders in accordance with local policy and VHA national scheduling guidelines; Duties related to safety range from initiating and processing work orders and direct interactions with patients, to arranging emergent transfers to other facilities. The incumbent has knowledge of Privacy Act and related regulations for correct release of information to patients, private physicians, insurance companies, lawyers, courts etc. Ability to secure appropriate release of information forms based on patient's diagnoses to provide information for private physicians, insurance companies nursing homes, public health agencies, courts, etc 2) Specific Functions: The incumbent initiates 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 execute, coordinate and communicate resolution of problems and outcomes regarding: a. Arrangements with referral staff to obtain approval for tests and procedures done at outside facilities b. Arrangements to schedule/ coordinate appointments for patients with clinics, services, consultants and other hospital clinics c. Processing of requests for transportation through appropriate channels d. 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 processes). This includes in person guidance regarding commitment processes and examinations. e. Coordination of appointments to ensure timeliness and avoid conflicts in meeting the needs of the patient and the schedule of the clinic services, consultant, etc., to which the patient is referred f. Scheduling of appointments for patients with clinics, services and consultants, and other hospital clinics. g. Update of 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 h. Scheduling patients appointments; processing consults; cancelling and re-scheduling patient's appointments; processing admissions and completing discharges. The incumbent will schedule or ensure outpatient clinic appointments are scheduled, register all new admissions, verify and update demographics. Coordination of daily & follow-up appointments related to admissions/discharge/transfer, consults, lab work, imaging, etc. i. Compiles a consolidated computerized appointment sheet, which shows tests, procedures, clinic stops, etc., for all patients on the unit for the following day. j. Communication skills sufficient to answer questions regarding appointments, admissions, transfers, and discharges, varying the information released appropriately to internal and external customers k. 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. l. Verify third party insurance and update information in the Insurance Capture Buffer (IBC) system m. Data entry and updating of time and leave spreadsheets and scheduling software programs for work area n. Provides clerical support for use of the computer contingency plan. 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: United States Citizenship: Non-citizens may only 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 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. 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. 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: Medical Support Assistant (Advanced), GS-6 Experience. One year of experience equivalent to the GS-5 grade level. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations. 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. 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. 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. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. References: VA Handbook 5005, Part II, Appendix G45 The full performance level of this vacancy is GS-6. Preferred Experience: Mental Health experience, scheduling, and customer service 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.

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