Advanced Medical Support Assistant Intermittent

U.S. Department of Veterans Affairs; Toms River (NJ); On-site; USD 42,000 - 62,000; Part time

Job summary

The U.S. Department of Veterans Affairs in Toms River, NJ seeks an Advanced Medical Support Assistant (Intermittent) to support the Primary Care Department.

The AMSA helps veterans through scheduling, record handling, and patient flow in a busy ambulatory care setting. Responsibilities include coordinating outpatient appointments, maintaining confidential medical records, and collaborating with clinicians to ensure timely care.

Qualifications

• Ability to collaborate and communicate with a wide range of medical clinicians across multiple disciplines to accomplish team goals.
• Strong communication skills in person, by phone, and in writing.
• Customer service oriented with focus on patient experience.
• Knowledge of medical terminology used by clinicians.
• Understanding of HIPAA and patient privacy requirements.

Responsibilities

• Assist Veterans with outpatient appointment scheduling and management.
• Maintain patient files and ensure accuracy in medical records.
• Coordinate with PACT and health care teams to facilitate care.
• Protect patient confidentiality and handle sensitive information per HIPAA.
• Use electronic systems to enter, modify, and retrieve data in EMR and scheduling systems.

Skills

Interdisciplinary collaboration

Communication skills

Customer service oriented

Medical terminology knowledge

HIPAA compliance understanding

Tools

Electronic Medical Records (EMR) systems

Job description

Summary
This position serves as an Advanced Medical Support Assistant (Intermittent) at the Toms River - NJ VA Clinic and is under the supervision of the Primary Care Department. Performs clerical work in support of the care given to patients - such as receiving patients or maintaining patient files; work administering or advising on medical record systems. Analytical ability - judgment - discretion - and dedication to customer service are required.
Summary
This position serves as an Advanced Medical Support Assistant (Intermittent) at the Toms River - NJ VA Clinic and is under the supervision of the Primary Care Department. Performs clerical work in support of the care given to patients - such as receiving patients or maintaining patient files; work administering or advising on medical record systems. Analytical ability - judgment - discretion - and dedication to customer service are required.
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: 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: GS-06 Requirements Experience
• One year of experience equivalent to the [GS-5] grade level and Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate [all of] the KSAs below: Ability to collaborate [and] communicate [with a wide range of medical clinicians across multiple disciplines (e.g
• medical doctors - nurse practitioners - physician assistants - psychologists - psychiatrists - social workers - clinical pharmacists - and nursing staff) to accomplish team goal setting to ensure medical care to patients is met.] Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• Ability to communicate tactfully and effectively - [electronically - by phone - in person] - and in writing - [with internal and external customers]
• This may include preparing reports in various formats and presenting data to various organizational levels - [as well as resolving patient concerns]
• Advanced knowledge of the technical health care process [(including - but not limited to - scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals)] as it relates to access to care
• Advanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow - and patient support care [administrative functions] to include - but not limited to appointment cycles - outside patient referrals - follow-up care - overbooking - provider availability - etc
• Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• Preferred Experience: Customer Service & Knowledge of Medical Terminology Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 6
• The actual grade at which an applicant may be selected for this vacancy is 6
• Physical Requirements: See VA Directive and Handbook 5019
• The work is primarily sedentary
• Physical demands do not exceed those of a typical office setting
• There may be some walking - standing twisting - turning - sitting - pushing - bending - frequent keyboard usage - and carrying of light items
• Some positions may require sitting for long periods of time at a computer terminal typing data while talking on a telephone headset
• In addition - there can be increased stress due to the intensity of a patient/customer complaint or concern.

Duties

• The Advanced Medical Support Assistants (AMSA) position includes all PACT teams within Ambulatory Care Service at grade GS-6 can be assigned to East Orange - Lyons or any CBOCs within the VHA NJ HCS
• The AMSAs are responsible for assisting the Veterans in providing a smooth process for the management of his/her outpatient appointments
• The AMSAs perform support work in connection with the care and treatment given to the Veterans throughout the scheduling process
• Additionally - the AMSA's perform a variety of support duties that facilitate the work of an interdisciplinary coordinated care delivery model (e.g
• PACT)
• The Advanced Medical Support Assistants are established to ensure assistance for Veterans to maneuver through the medical system - providing support in managing his/her outpatient appointments as well as support work in connection with their care
• The AMSA's have advanced knowledge of the technical health care process as it relates to access to care and clinic management - and will assist with the treatment given to the Veterans by performing a variety of support duties that facilitate the work of an interdisciplinary coordinated care delivery model (e.g
• PACT)
• The incumbents utilize computerized programs and databases in order to enter - modify - and retrieve sensitive information and various data into or from electronic medical records - scheduling systems - and/or reporting formats
• Maintains patient confidentiality with written and verbal information - per HIPAA requirements
• The Advanced MSAs will review the clinics appointment schedule to ensure that clinic utilization is optimized and effectively supports the needs of the clinics as well as the needs of the Veterans
• The incumbents develop and maintain effective and efficient communication with the patient - interdisciplinary team - VA medical centers - and other agencies
• The AMSAs must be knowledgeable of the medical facility's organization and services - rules and regulations governing eligibility and treatment - practical knowledge of the standard procedures - medical records - have advanced knowledge of medical terminology - security of sensitive electronic files - process improvement - and customer service
• Duties will vary slightly depending on the section the Advanced Medical Support Assistant is assigned to but in general at the GS-06 level incumbents are expected to perform the following duties: Facilitate/process secure messaging with the patient and team Notify patients of normal lab results by mailing lab letter Develop and manage a tracking system for follow up care such as consults - tests - etc
• Monitoring pre-appointment requirements to assure readiness for patient visit/procedure (e.g. - X-ray - lab work - ekg)
• Participate in daily team huddles and weekly team meetings to manage and plan patient care
• Assist in setting priorities and deadlines
• Adjusting the flow and sequencing of the work to meet team and patient needs
• Work with the team to reinforce the plan of care and self-help solutions and entering appropriate information into the electronic record
• Work collaboratively in an interdisciplinary coordinated care delivery model
• Coordinate with the patient care team to review the clinic utilization by using various reports
• Ensure that the clinic setup is closely monitored to effectively support the needs of the clinic
• Coordinate with their PACT during schedule scrub activities
• Arranging with supervisor clinic cancellation - blocking - and rescheduling
• Review open encounters daily and coordinate with PACT to ensure timely closure of clinic appointments
• Scan Non-VA medical documentation
• Review (ICB) insurance capture buffer daily
• Address (RTC) return to clinic orders daily
• Assist team with virtual appointment management
• Perform basic eligibility requirements as noted in the VA policy
• Provide input to problem solving in PACT and provides follow-up actions
• Shares information and collaboration with PACT and Medical center staff
• Orders administrative supplies
• AMSA performs other duties as assigned
• Work Schedule: Intermittent
• various days 8:00am-4:30pm Telework: Ad-Hoc
• determined by service Virtual: This is not a virtual position
• Functional Statement #: 21X72-A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized