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Veterans Affairs, Veterans Health Administration LEAD MEDICAL SUPPORT ASSISTANT in Seattle, Washington

Summary The incumbent is a Lead Medical Support Assistant (LMSA) for HSM. The incumbent performs a variety of administrative duties and responsibilities. The LMSA assigns workload to the AMSAs for HSM and assesses continuity and efficiency of the consult process and the appointment process to meet the requirements for the Veterans served by HSM. Responsibilities This position is in the Hospital and Specialty Medicine Service Line, Puget Sound Health Care System. HSM provides health care to Veterans throughout VISN 20. The purpose of this position is to serve as an LMSA with responsibility to provide a centralized and varied program of administrative support services and office automation expertise for veterans and civilian health care personnel and staff members assigned to HSM. Organizational characteristics impose a broad range of competing demands on the incumbent, which must be handled tactfully and expeditiously, utilizing a high degree of negotiating skills to balance demands within the interdisciplinary team of HMS and to establish priorities. Assignments are of increasing complexity, depth, and variety, which all require the application of independent judgment and exercise of initiative. The duties of the Lead Medical Support Assistant include but are not limited to: 1. Provides advance clinic operational support and assigns workload to AMSAs. Works collaboratively as the point of contact for the patients and their families and the interdisciplinary team requesting appointments. Evaluates patient information and clinic schedule to check on availability, confirm appointments and /or reschedule appointments using the EHR. Track, ensure and verify encounters and Insurance Card Buffer (ICB) is completed. 2. Assign workload of consult, return to clinic orders (RTC) for AMSAs. Ensure appropriate programs are used by the AMSAs for scheduling. 3. Responds to requests for information such as status of reports, suspense dates for matters requiring compliance and similar information readily available from records. This may involve determining based on privacy to release the information based upon the nature of degree of sensitivity of the information and the requester's authority to receive the information. 4. Primary support for the HMS at both campuses, ensuring clinic setup is closely monitored to effect support clinic needs and make all necessary clinic grid adjustments are made by the AMSA. 5. The incumbent is responsible for provisions of the following administrative support functions: Records - Maintenance of centralized files for administrative and internal Clinic documents and records. Establishment, maintenance, review and maintain archives of correspondence and current directive files for the Clinic, including technical directives and patient privileged information. Ensure all necessary and applicable documents are available, properly indexed, sorted and filed and, when necessary additional material is obtained. Ensure AMSA scan and upload outside medical records or coordinate with Medical Records to upload records to EHR. Communications - The incumbent oversees the AMSAs, which include greeting and screening patients to determine actions required. Ensures the AMSAs promptly answer telephone lines; screen of telephone calls and directing callers to correct staff and/or information. General Administrative Support - Maintains contact with staff to gather the information necessary to analyze the need for additional services, work orders, equipment and supplies. Evaluate the efficiency and effectiveness of daily operations and make recommendations to change or improve the way administrative support is provided. Responsible for the receptionist area adjusting flow and sequencing work to ensure patients are processed in a timely manner and supports staff in handling patient problems. Post and ensures timecards are correct for their HSM sections and serves as backup timekeeper for coverage in other HSM sections. Work Schedule: Monday-Friday: 8:00am to 4:30pm Telework: Not Available Virtual: This is not a virtual position. Position Title/Functional Statement #:LEAD MEDICAL SUPPORT ASSISTANT/PD000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment 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. 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 3.j. 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. 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-7 Experience. One year of experience equivalent to the GS-6 grade level. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. 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. ii. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting. iii. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. iv. Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff. v. Ability to provide staff development and training. vi. 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. References: VA Handbook 5005/117, Part II, Appendix G45, August 1, 2019 The full performance level of this vacancy is GS-7. Physical Requirements: Light lifting/carrying (under 15 lbs.). Work requires the use of a keyboard, computer and video display screen for up to six hours intermittent per day. Intermittent walking is necessary to pick up, transfer and deliver records and other documents needed for patient care. Use of fingers, Both hands required, Hearing (aid permitted), Working closely with others, Working alone. 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: 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: Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.