The incumbent serves as an Advanced Medical Support Assistant for the nursing services located in the Department of Veterans Affairs, Veterans Health Administration, VISN 2, Albany VA Medical Center. The incumbent performs a broad range of administrative tasks associated with supporting the nursing work performed throughout the organization.
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 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. Certification. None required. 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: Medical Support Assistant (Advanced) GS-6 Experience. One year of experience equivalent to the [GS-5] grade level. Assignment. The Advanced MSA [provides specialized and expert administrative patient support while working] collaboratively in an interdisciplinary coordinated care delivery model. [Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or care in the community resources. Recommends changes to existing clinic procedures based on current administrative guidelines. Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model. Coordinates with the patient care team to review clinic appointment availability utilization to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics, and [makes adjustments as 7 necessary. MSAs at this level develop and/or maintain effective and efficient communication with the patient, interdisciplinary coordinated care delivery model teams, VA medical centers, and other agencies (e.g., assist with communications during the inpatient to outpatient discharge; communicate with non-VA medical facilities; prepare correspondence to notify patients of normal lab results; manage a system for follow-up care such as consults, tests, etc.). Other assignments at this level include, but are not limited to: [processes incoming patient secure messaging through MyHealthyVet and coordinates with care team as appropriate; participates in team huddles and team meetings to manage, plan, [problem solve, and follow-up with patient care by sharing information and collaborating with the interdisciplinary team; setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs; identifies incomplete encounters and communicates findings to providers; as needed; assists the team to reinforce the plan of care and self-help solutions; enters appropriate information into the electronic record; monitors pre- appointment information and/or requirements to assure readiness for patient visit/procedure; manages patient systems to verify and validate accuracy and resolve issues; evaluates patient information and clinic schedule lists to determine whether the patient requires an immediate appointment; informs team members about shared patients ([i.e]., those who receive their care at multiple VA centers or those who receive care in the community).For all [assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. 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. ii. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations. iii. 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. iv. 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. v. 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. vi. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Preferred Experience: See VA Directive and Handbook 5019. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.The full performance level of this vacancy is GS-6. Physical Requirements: See VA Directive and Handbook 5019. 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.
The AMSA attends daily interdisciplinary team meeting/discharge planning and assist in coordinating care by providing administrative support for the following but not limited to: discharge follow up care, coordinating transfers to another VA facility or care in the community in collaboration with care delivery team. AMSA uses specialized administrative skills/judgment when completing transactions through the use of VistA software system to appropriately admit, transfer, discharge patients including selecting appropriate menu options and codes to admit, transfer, and/or discharge patients utilizing MSA Handbook. The AMSA select specific codes in the VistA system to determine if co-payment is required or not based on service connection, priority group as well as uses appropriate codes for the source of admission. The AMSA also utilizes CPRS to ensure admitting orders and/or delayed orders are released/entered by the provider. Selecting the specific codes is necessary for the accuracy of collecting utilization management data. The AMSAs are responsible for changing providers in the VistA system any time there is a provider change or change in medical team. Additionally, the AMSA coordinates interfacility transfers and transfers to care in the community by ensuring all required documentation is completed by prior to transfer VHA directive for Interfacility Transfers, as well as ensures complies patient records for the receiving facility. AMSAs are responsible for updating/printing inpatient rosters of patients on the unit as well as printing patient labels for Intake and output sheets for the clinicians. AMSA uses specialized administrative systems including VistA software system, CPRS as mentioned above and also utilizes a sophisticated computerized software system called the Bed Management System (BMS) to appropriately manage the placement and assignment of patients in the hospital. The AMSA enters information into the BMS to allow for real-time operational awareness of the status of available beds, and to plan for bed turnover to increase efficacy, reduce delays and improve patient transfers. AMSA schedules all follow up appointments upon patient discharge in collaboration with ordered specialty care clinic and primary care clinic in collaboration with specialty clinic MSAs and Primary Care MSAs. AMSAs also completes test Video Connect Calls with patients as a method to offer of Follow Up virtually. AMSAs are responsible for following specific procedures regarding patient deaths, including completing death worksheet, contacting Administrative Officer on Duty (AOD) forms for autopsy if requested. The AMSA will serve as timekeeper for the administrative T&L's assigned within Nursing Service ensuring that all nurses time and attendance is entered and charged correctly, ensuring compliance with established processes, policies, and regulations. The AMSA serves as technical expert on nursing timekeeping to nurse managers, assistant nurse managers, nursing employees and other timekeepers. Independently posts all hours of duty which includes compressed work schedules, obtaining the necessary documentation of all types of leave. Post time cards with appropriate annual leave, sick leave, LWOP, AWOL, non-pay, restored annual leave, overtime/compensatory time hours, on-call hours, holiday worked, jury duty, authorized absence, continuation of pay, care and bereavement, unscheduled work hours for part-time employees, and military leave including correct coding for pay premiums for nights, holidays and weekends which vary for each nursing position. Ascertains that leave balances are in prescribed limits to avoid leave forfeiture. Ensures automated timecards are posted and signed in a timely manner to meet service deadlines. Coordinates early leave time and leave card submissions with unit supervisors and executes data entry with minimal error. Employee serves as the first point of contact to assist Nurse Managers, Assistant Nurse Mangers, and staff, with a variety of questions concerning problems/issues that could not be resolved about time and leave. The AMSA assists with the nursing recruitment process by scheduling interviews and arranging meetings. The AMSA sets up meetings, completes the agendas, transcribes the minutes, posts, and distributes to appropriate personnel. The incumbent orders administrative office supplies and submits electronic work orders for repairs and/or services and prepares key request forms, maintains the Gains and losses for the Unit. The Employee serves as the point of contact and interacts with a variety of stakeholders, to include; clinical providers, family members, Human Resources, Fiscal service, etc. Performs other duties as assigned. Work Schedule: 6:30 a.m.- 3:00 p.m. Monday through Friday Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 21W76-A