This position located in the Primary and Specialty Medicine Service Line at the St. Cloud VA Health Care System and is the first administrative point-of-contact for Veterans, family, and other visitors contacting the St. Cloud VA. This position will provide advanced administrative support to clinical staff members and Veterans, in addition to overseeing the daily clerical functions of the Scheduling of all Primary and Specialty Medicine areas.

Duties

Communication - Provides specialized and expert communication and appropriate information across service lines for seamless function of program and collaboration of care for Veterans. - Expertly develops and maintains effective and efficient communication with the Veterans, outside agencies, all VA staff, and any customers. - Participate in and independently follow up on team huddles, sharing information and collaborating with the medical team assuring continuity of care. - Participates with expanding face to face and non-face to face care in PACT by using Veteran Health Coaching skills and enhancing Veteran self-management. - Advanced skills in composing and editing letters and reports. - Advanced knowledge to access reports for clinic utilization (for scrubbing clinic schedules to ensure appropriate scheduling), Access databases, consults, tracking scheduling attempts and consult scheduling, and various other reports as they become available. - Communicates appropriate information across service lines for seamless functioning of program. - Advises MSA staff on how to handle problems and complaints as they arise, keeping the supervisor advised and obtaining assistance as needed and teaches MSA staff on appropriate and effective communication skills. Administrative and Operational - The incumbent uses the VSE GUI, VISTA, CPRS, VAR, VEText, TRM and Outlook e-mail computer systems on a daily basis, including the keyboard, printer, copier and fax machine. - Files, maintains, and secures medical records as appropriate and in accordance with Health Insurance Probability and Accountability Act of 1996. (HIPPA) - Responsible to run reports, distribute and follow up on outstanding or incomplete consults, orders, messages, appointments, etc. - Enters appropriate information into the electronic medical record. - Schedules and receives consults based on established scheduling policies and procedures from VHA directive for outpatient Veteran clinic scheduling. - Maintains schedules and calendars. - Communicates appropriate information across Service Lines for seamless functioning of program. - Participates in workload encounter closeout. - Processes incoming and outgoing materials, such as correspondence, reports, memoranda, and other forms of written communication. - Composes letters and reports, edits letters, reviews correspondence for accuracy and completeness develops standard or form letters and replies to inquiries. - Sets deadlines and priorities, adjusting the flow to help meet those deadlines. - Prepares agendas, records, and publishes minutes, and follows up on meeting actions. - Obtains and monitors the use of services, supplies, and/or equipment for the office. - Will coordinate with interdisciplinary team to review clinic utilization using various reports. - Develop/maintain effective and efficient communication with the Veteran and the interdisciplinary team, as well as other outside agencies. This will include the use of secure messaging to Veterans. - Participate in team meetings to help manage and plan Veteran care, as appropriate. - Work with team to reinforce the plan of care and self-help solutions. - Participate and providing input in problem solving on operational issues or procedures in meetings. - Performing administrative follow up actions. - Participate in and independently following up on team huddles but sharing information and collaborating with the medical team to assure continuity of care. - Evaluate Veteran information and clinic schedule lists to determine whether Veteran is vested and report what clinical reminders are due. - Advanced knowledge of the technical health care process as it relates to access to care. - Ensure that appointments are scheduled correctly by doing order checks and recording and following up with clerk staff the findings on a spreadsheet. - Can assist with training new and current employees. - Processes all health care providers' order accurately. When needed seeking clarification. - Receives and responds to unclear inquiries concerning a variety of medical, personnel, and administrative matters. Determines general nature of inquiry and independently responds to all administrative questions. - Makes calls to coordinate information and actions relating to Veteran care and services. Relay's information and requests from the Veterans to the treatment team and within the treatment team. Pages and locates clinical staff for Veteran services and consultation. - Manages and over sees all VISTA grids which includes but is not limited to: Clinic set up, opening, and closing of clinics. Work Schedule: Monday-Friday 8am-4:30pm 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: Lead Medical Support Assistant, 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 organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. Skill in communicating with individuals to obtain the desired effect, ensuring compliance with established policies and regulations. Ability to provide staff development and training. Ability to manage staffing requirements, manage priorities, and coordinate with staff in the unit in order to complete duties in an accurate and timely manner. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work. Ability to review and monitor data to ensure all reports are complete and accurate. References: VA Handbook 5005, Part II, Appendix G45 The full performance level of this vacancy is GS-6. 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]