The position is in Health Administration Service and serves as the Lead MSA in PACT, Specialty Care, Mental Health, Radiology, and/or Community Care Sections. Incumbent performs administrative support functions including scheduling appointments, inbound/outbound phone support, consult review and necessary documentation related to care coordination for treatment of patients in the medical center or outpatient clinics.

Duties

The Lead MSA is a subject matter expert for scheduling processes/operations and assists in training as well as workload coordination and daily workflow assignments. The Lead MSA demonstrates strong communication and customer services skills and works closely with all staff members performing the administrative duties essential to support the timely care of patients and support of the service/unit goals. The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues, and maintains efficient workflow. Assignments at this level include but are not limited to: -Assures coverage of all areas of responsibility. -Ensures accurate and timely scheduling of appointments. -Conducts ongoing reviews to ensure quality of work. -Orients and provides on-the-job training for new and current employees. -Organizes the work structure of his/her assigned areas -Works collaboratively in an interdisciplinary coordinated care delivery model and acts as liaison between MSA and clinical staff in order to improve day to day operations. -Performs other duties as assigned. The incumbent supports workload distribution among employees in accordance with established workflow or job specialization, assures timely accomplishment of the assigned workload as directed by the MSA Supervisor. The incumbent assists with other access measures as assigned by the supervisor. The Lead MSA may estimate and report on expected time of completion of work and maintain records of work accomplishment, and/or time expended on designated tasks. The Lead MSA performs all assigned timekeeping and backup timekeeping duties. The Lead MSA resolves simple, informal complaints of employees and refers others to the supervisor and reports to the supervisor concerns related to conduct, performance, progress, and training needs of the employee. The Lead MSA performs a full range of administrative duties and is a subject matter expert for scheduling processes/operation in their designated services. The Lead MSA is responsible for scheduling appointments, including interpreting, and verifying provider orders/consults in accordance with VHA national scheduling guidelines and directives; and is accountable for adherence to all organizational and departmental policies, directives; and standards pertaining to all job functions, especially scheduling process, use of the recall system, pre-registration updates, check-in, check-out, clinic "clean-up", patient confidentiality and privacy laws, business office policies and insurance capture. The Lead MSA attends staff meetings, training and clinical huddles and informs relevant staff of issues in a timely matter. The incumbent receives and relays incoming and outgoing telephone calls; receives and directs patients and visitors; answers routines inquiries providing information about the clinical area, its functions, and standard operating procedures. The Lead MSA uses a computer and software applications to perform a wide variety of tasks including scheduling, record keeping, correspondence, and tracking operations to include data entry/retrieval, documentation and ensuring accurate information in Electronic Health Record and/or other systems. Work Schedule: Monday through Friday, 0800-1630 Telework: Not eligible Virtual: This is not a virtual position. Functional Statement #: 53191-A Financial Disclosure Report: Not required

Requirements

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met. 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: (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 - Equivalent combination of experience and education. 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 3j.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). 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). In addition to meeting the above Basic requirements, you must meet the below requirements. Grade Determinations: Lead Medical Support Assistant, GS-07. In order to be found qualified for this position, you must possess the following: One year of experience equivalent to the next lower grade level (GS-6). The required specialized experience for this position must include: Works collaboratively in an interdisciplinary coordinated care delivery model; Applies 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 to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics, and Develop and/or maintain effective and efficient communication with the patient, interdisciplinary coordinated care delivery model teams, VA medical centers, and other agencies Manage a system for follow-up care such as consults, tests, etc. Participates in team huddles and team meetings to manage, plan, problem solve, and follow-up with patient; Setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs; Monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure. Candidates must also demonstrate the following Knowledge, Skills, and Abilities:1. 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. 2. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.3. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.4. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff] 5. Ability to provide staff development and training.6. 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.GS-07 Lead Medical Support Assistant 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.] 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. References: VA Handbook 5005/117, PART II, APPENDIX G45 The full performance level of this vacancy is GS-07. Physical Requirements: The work is mostly sedentary and requires incumbent to utilize a personal computer resulting in a large amount of keyboarding/data entry. Faxing clinical documentation to the outside providers/vendors at their request during the scheduling/approving process for Fee Basis care. Additionally, lifting and carrying items such as medical records, paperwork, folders and will be required to do tasks that require some fine manipulation skills/abilities. May be required to work many hours at a computer terminal has context menu.

Education

There is no substitution of education for experience at this grade level.

Contacts

• Address VA Salt Lake City Health Care System 500 Foothill Drive Salt Lake City, UT 84148 US
• Name: VISN 19 HR Contact Center
• Phone: 719-227-4600
• Email: [email protected]