Medical Support Assistant (Advanced)

U.S. Department of Veterans Affairs; Huntington (WV); On-site; USD 42,000 - 54,000; Full time

Job summary

The U.S. Department of Veterans Affairs at Hershel "Woody" Williams VA Medical Center is seeking a Medical Support Assistant (MSA) to support the Radiology/Nuclear Medicine Service.

The MSA works within an interdisciplinary care delivery model and interfaces with CPRS, VistA, My HealtheVet, and VSEC to coordinate patient appointments and ensure accurate records. Responsibilities include organizing scheduling across clinics, verifying demographics and insurance, and communicating prep

Qualifications

• US citizenship or meet grandfathering provisions as required by VA.
• High school diploma or GED or equivalent.
• Excellent English communication skills (written and spoken).
• Experience with coordinating patient appointments and pre-procedure workups.
• Familiarity with VA health care processes and multiple clinic workflows.

Responsibilities

• Coordinate patient scheduling with radiology/nuclear medicine teams.
• Notify patients of requirements before appointments (labs, x-rays).
• Process and verify demographics and insurance information at check-in.
• Manage referrals and scheduling across VistA and community care.
• Prepare reports and present data to clinic leadership as needed.
• Maintain patient safety using two forms of ID and accurate records.
• Monitor pre-appointment readiness and ensure timely appointments.

Skills

Scheduling

Interdisciplinary collaboration

Patient coordination

Medical terminology

Electronic health records

Education

High school diploma or GED

Tools

CPRS

VistA

My HealtheVet

VSEC

PACS imaging workflows

Job description

Summary

This position serves in the Health Administration Service at the Hershel "Woody" Williams VA Medical Center working in Radiology/Nuclear Medicine Service. The Medical Support Assistant (MSA) works collaboratively in an interdisciplinary coordinated care delivery model within the Radiology/Nuclear Medicine Service Line. The MSA will interface with numerous computer applications including but not limited to CPRS - VistA - MyHealtheVet - VSEC - VSE - etc.

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
• Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• Certification: None required
• Foreign Education: To be creditable - education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs
• 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
• 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)
• Grandfathering Provision
• All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title - series - and grade held - [which] are [a] part of the basic requirements of the occupation
• For employees who do not meet all the basic requirements required in this standard - but who met the qualifications applicable to the position at the time they were appointed to it - the following provisions apply: Such employees may be reassigned - promoted - or changed to a lower grade within the occupation
• Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed - on a temporary or permanent basis - until they fully meet the basic requirements of the standard
• If an employee who was converted to [Title] 38 hybrid status under this provision leaves the occupation - the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation
• Grade Determinations: Advanced Medical Support Assistant GS-6 Grade Level: Experience: One year of experience equivalent to the GS-5 grade level
• Experience is defined as experience that includes - but is not limited to: scheduling - canceling - re-scheduling patient appointments and/or consults
• entering no-show information
• monitoring appointment requests from multiple electronic sources
• participating in huddles with other MSAs and/or clinic staff to determine the daily needs of the clinic - monitoring both inpatient and outpatient appointments in areas of responsibility
• verifying and updating demographics and insurance information when patients check-in for appointments
• Coordinates administrative functions relating to emergency and non-emergency transfers to other VA facilities or private hospitals and determines appointment type based on the patient's eligibility status (i.e. - TRICARE - sharing agreements - collaterals - research patient - VA employee - etc.)
• Candidates must also be able to demonstrate all the following Knowledge - skills - and abilities for the GS-0679-6 level to qualify for this position: (a) 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
• (b) 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
• (c) Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• (d) 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
• (e) Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• (f) 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
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• Physical Requirements: The work is primarily sedentary but also requires some standing - walking - bending - lifting - and carrying of light items

Duties

• Major duties include but are not limited to the following: Coordinates with the patient - interdisciplinary team including the radiologist - technologists - and patients' referring service team - nurses - other VA medical centers - and other agencies (e.g
• communicates with non-VA medical facilities
• notify patients of requirements prior to appointment including labs or x-rays
• follow up care on imaging orders) Monitors pre-appointment requirements to assure readiness for patient appointment/procedure including X-rays - Lab work - MRI safety screening requirements - etc
• Data reports are run from the VistA Radiology Package and are used to manage radiology scheduling lists
• this includes pending - hold - and past scheduled exams validating accuracy - resolving issues and disposition of orders as required in accordance with policy Coordinates patient procedures by verifying pre-procedure workup is complete and meets procedure requirements prior to procedure
• This may include evaluating patient information - such as lab results and pre-procedure clinical screening for MRI and/or positron emission imaging (PET) exams to assure readiness for imaging exam and resolving issues if needed Interprets information provided to ensure that the correct exam as ordered by the physician is the one scheduled to be done Work collaboratively with Office of Community Care for scheduling of radiologic/nuclear medicine procedures performed in the community to include: gather data on patients referred to the community and develop a report that is shared with the Office of Community Care to determine if the patients care has been completed
• Effectively communicate to ensure reports and images are received - processing orders and consults in accordance with policy and follow up on outstanding consults Support patient safety standards using the correct Veterans Affairs identification of all patients through the use of two forms of ID - name and SSN or DOB Explain VA mandate to collect insurance information to Veterans - their families - and other eligible patients
• Collects - scans - and updates health insurance information - serving a major role in the revenue process
• Promote Veteran registration for and utilization of My HealtheVet (MHV)
• Develops and/or maintains effective and efficient communication with the patient - interdisciplinary coordinated care model - VA medical centers - and other agencies (e.g
• assists with communications during the inpatient to outpatient discharge) Schedules Veteran appointments in accordance with service procedures and policies and instructs the patients on standard preparation procedures required prior to testing (dietary instructions - lab tests - etc.) Schedules appointments in the VistA scheduling package as well as the VistA radiology package Ensure all appointments are scheduled timely and makes every effort to meet the clinically indicated date of the provider
• Scheduler notifies section personnel immediately on the arrival of patients awaiting exams and any STAT request that is received Provides specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model Provides specialized administrative judgement and flexibility in the use of a wide range of clinical flow processes relating to access to care across multiple clinics and specialties including clinic cancellations Has expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care deliver model Coordinates with the patient care team to review clinic appointment availability/utilization to ensure the clinic schedules ae closely monitored to effectively support the needs of the clinics Monitor and update pre-appointment information (demographics - including insurance capture) and/or requirements to assure readiness for patient visit/procedure - as needed Manages patient systems to verify and validate accuracy and resolve issues Evaluates patient information and clinic schedule lists to determine whether the patient requires and immediate appointment Complies with local HAS-MCMs and SOPs that pertain to their work area Works staggered shifts and/or weekends - when needed in order to fulfil workload requirements Contacts Travel office with patient date of treatment when sending out records as needed Completion of all required training within set time frames Work Schedule: Full-time - Monday-Friday - 8:00am-4:30pm Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 581-23228-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized