Medical Support Assistant

7 days ago

Clinton, United States Department Of Veterans Affairs Full time
Summary

The Medical Support Assistant (MSA) coordinates administrative and team support in a wide variety of basic administrative functions. The incumbent is considered the team's authority on clerical and administrative issues and will keep them informed of regulations, policies, procedures regarding eligibility and benefits, clinic management, statistical and data collection and customer service.



Duties

This is an open-continuous announcement closing Monday, September 30, 2024.

IMPORTANT NOTICE: This announcement will remain open until filled and may be used to fill multiple vacancies. Qualified applicants will be considered and referred once monthly or as vacancies become available. This announcement may close without advanced notice.

Incumbent is responsible for providing advisory and technical assistance to Veterans and beneficiaries who come to the medical center seeking medical care, experiencing problems or requesting information. The incumbent is also responsible for coordinating all administrative activity in the immediate area and to provide support and assistance to the professional staff.

The following duties are preformed:

  • First line customer service representative. Greet and provide guidance to stakeholder at the outpatient clinics. Establish a network with each faculty member and other services to facilitate the efficient function of each clinic.
  • Incumbent coordinates administrative duties, assisting and advising veterans and staff with existing policy and procedure. Incumbent is responsible for assuring that Veterans and beneficiaries are processed in a timely and efficient manner.
  • Assists with managing consults, recall reminders, view alerts, mod sheets and encounters for assigned specialty clinics. Performs duties to capture increase through Insurance Capture Buffer (ICB), Patient Check-IN (PCI), Consult Toolbox, Consult Tracking Manager (CTM+), My HealtheVet (in-person authentication/secure messaging), patient updates and demographic changes. Ensure all consults are resolved within seven days and encounters are resolved daily. Each section will be responsible for providing guidance on scheduling within their section.
  • On a weekly basis, summarizes the most frequent problems within the immediate area.
  • Assists both the Veteran and appropriate professional staff in coordinating scheduled procedures and return appointments.
  • Schedule appointments at various clinics throughout the medical center and coordinate with appropriate staff members. Ensure appropriate staffing for coverage of all clinics. Cancel and reschedule clinics when there is not adequate staffing when instructed by the service over the clinic.
  • Monitor both clinic and operating room utilization. Make necessary adjustments to support the needs of the clinic. Schedule, cancel and reschedule a great variety of exams and procedures. Facilitate the scheduling of procedures and testing performed by other services. Contact next day appointments and no-shows. Oversee the daily processing of patients for inpatient and outpatient appointment and procedures. Review audio reminder cancellation and reschedule reports.
  • Provide a detailed daily report to the Medical Administration Service leadership to include missed opportunities, consults, encounters, unsigned notes and orders and any other clinic issues that arise.
  • Perform administrative follow-up actions
  • Participate in team meetings to manage and plan patient care. Independently share information and collaborate with the medical team to assure continuity of care. Set priorities and deadlines. Estimate and report on expected milestones for completion of tasks. Communicate team success in performance goals and report progress to the supervisor.
  • Monitor the status on progress of work and make adjustments in accordance with established priorities. Obtain assistance from their supervisors as needed for major issues or problems that arise.
  • Safeguard sensitive information against unauthorized disclosures
Work Schedule: Full-Time, Monday through Friday; Various tours as agreed upon with the possibility of extended hours and weekends.
Telework: Not Available
Virtual: This is not a virtual position.
Financial Disclosure Report: Not required

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