Lead Medical Support Assistant

Department Of Veterans Affairs Martinez , CA 94553

Posted 2 months ago

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  • Duties

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Duties

Summary

The Lead Medical Support Assistant provides clerical and administrative support for multiple clinical departments. Monitors the status and progress of work, and makes day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise. Gives on-the-job training to new employees in accordance with established procedures and practices.

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Responsibilities

The duties include, but are not limited to:

Provides information via telephone and in person to the general public, members of the professional staff, civilians, and military personnel in response to inquiries regarding appointments. Monitors and makes work assignments, provides input on performance, resolves daily workplace issues and maintains efficient workflow.Provides guidance to employees in resolving difficult and atypical problems; assigns work (including overtime with the approval of higher authority) in an equitable way among employees. Performs work involving the collection, compilation, and/or tracking of data and statistical information. Performs analysis of the data and generates a variety of reports. Conducts investigations to circumstances contributing to patient waiting times and prepares reports: intervenes to improve coordination of care, decreased patient wait times, and increased patient satisfaction. Schedules and coordinates appointments for patients with various clinics, ensuring all treatments requested by physician have been scheduled, and re-scheduling when necessary. Ensures calls received or made by staff are professional, courteous, and tactful in nature, and that responses given are appropriate. Ensures staff is knowledgeable of the services provided and are prepared to furnish information such as, telephone numbers, location of offices, and personnel and clinic hours of operation. Maintains all patients' records, either electronic or paper, according to regulation insuring each entry contains proper patient and health care identification. Performs Quality Assurance monitoring using appropriate tools regarding the completion and contents of the patient record.

Work Schedule: Monday

  • Friday; Hours Negotiable

Financial Disclosure Report: Not required

Travel Required

Occasional travel

  • You may be expected to travel for this position.

Supervisory status

No

Promotion Potential

None

  • Job family (Series)

0679 Medical Support Assistance

  • Requirements

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Requirements

Conditions of Employment

  • You must be a U.S. Citizen to apply for this job

  • Designated and/or random drug testing may be required

  • Selective Service Registration is required for males born after 12/31/1959

  • You may be required to serve a probationary period

  • Subject to a background/security investigation

  • Must be proficient in written and spoken English

  • Selected applicants will be required to complete an online onboarding process

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. Must be proficient in spoken and written English.

  • Experience and Education. Must have six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR one year of education above high school; or equivalent combination of experience and education.

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:

You may qualify based on your experience as described below:

  • Specialized Experience: One year of experience equivalent to the GS-6 grade level of federal service. Examples of specialized experience may include: ensuring that the clinic setup is closely monitored to effectively support the needs of the clinic, and makes necessary adjustments; participating in team huddles and team meetings to manage and plan patient care; setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs; managing electronic wait list to verify and validate accuracy and resolve issues; participating and providing input in problem solving on operational issues or procedures in team meetings; scheduling and coordinating appointments for patients with various clinics; maintain security and/or confidentially of records or files; interpreting medical terms, abbreviations and symbols in medical charts and doctors' orders; provided customers with information and assisting them with interpreting policies, procedures and/or regulations.

Demonstrated Knowledge, Skills, and Abilities (KSAs). In addition to the requirements above, candidates must demonstrate the following KSAs:

  • Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines

  • Skill in communicating with individuals in order 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 work in order to complete duties in an accurate and timely manner. This includes the ability to follow-up on pending issues and demonstrating 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, Medical Support Assistant Qualification Standard, GS-679, available in the local Human Resources Office.

The full performance level of this vacancy is GS07.

Physical Requirements:Light lifting and carrying, under 15 pounds; Repetitive computer use.

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.

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Lead Medical Support Assistant

Department Of Veterans Affairs