The Medical Support Assistant (Advanced MSA) position performs support work in the Pathology and Laboratory at the Northport VA Medical Center Medicine Service relating to the care and treatment given to patients in inpatient units, outpatient clinics, and ancillary support services.
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. Note: Experience must be fully documented on your resume and must include job title, series and grades for all federal positions held, duties, month and year start/end dates AND hour worked per week (Failure to provide an SF-50 that demonstrates one-year time-in-grade will result in disqualification from being considered) You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted. 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-6Experience. 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 My Healthy Vet 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.
Duties include but are not limited to:PATHOLOGY Processes surgical, cytology and autopsy reports on a daily basis. Includes extensive computer work in lab software Anatomic Pathology package. The incumbent uses the log-in option to enter the patient demographics, including specimen information, clinical history, pre, post and pathological findings as well as the name of the Surgeon and Pathologist assigned to the case. Reviews the Pending List on a daily basis and reminds the pathologist to electronically sign and finalize the cases to ensure required time frames are met, to ensure the diagnosis is available to the provider at the next scheduled appointment. Prepares slides and reports for send out consultation to reference laboratories such as Stony Brook or Labcorp. Processes the results of proficiency testing from CAP for surgical and cytological (gyn and non-gyn) cases, AFIP/SERS reviews and maintains the files for all send outs. Receives and processes requests from patients, lawyers, doctor's offices for slides, blocks, and reports. Prepares and maintains internal and external pathologist's quality control logs and frozen section log book. Prepares cases for weekly tumor board conferences by gathering pertinent reports, slides, specimens, etc. ANCILLARY SERVICES Position is the 1st point of contact for approximately 75-150 patients daily in the Laboratory Outpatient Department. Using CPRS and VISTA software applications performs the following process: Checks patient ID by requesting to see the patient's VIC card or other picture form of ID such as a driver's license. In CPRS looks up patient's laboratory request order. Carefully reviewing the orders and selecting only the correct orders. Must be able to differentiate in a timely manner current, pertinent orders only. Does not accept future orders (T+30), does not accept orders for dosaging except for the most current. Is careful not to select respiratory care orders. After selecting the orders, the incumbent writes down the lab order numbers. In VISTA inputs the lab order numbers from CPRS and accessions the order into the lab software, generating bar coded labels. Bar coded labels are handed to the patient to bring to the phlebotomist for blood drawing. Also labels urine specimens and directs patients on proper collection methods pertinent to the specific urine test. Arranges for urine toxicology screens, glucose tolerance tests, bleeding times and semen analysis. Arranges for escort service to pick up patients to ensure the Veteran patient meets the scheduled appointment. Calls the service to resolve scheduling conflicts. Troubleshoots situations where there are no orders, or wrong orders, contacts providers to correct orders or input orders while patients are waiting there interacting with the Specialty/PACT clinic staff on a daily basis. Performs all functions following established P&LMS policy and protocols for patient identification and laboratory order accessioning and processing. PATIENT SYSTEMS In support of the care and treatment given to patients the incumbent takes and prepares minutes for the quarterly Tissue & Transfusion Committee Meetings and performs various clerical support duties for the Chief including arranging meetings, typing procedure manuals, memos and correspondence. Employee receives work assignments from technical to routine from the Chief, staff Pathologists and Supervisors. Work is performed in a timely manner, finished product is accurate, error free and completed according to the protocol involved. Patient reports, i.e., autopsy reports, cytology reports; surgical pathology reports are filed and sent to appropriate departments when applicable. Work priorities are determined by using judgment based on set deadlines and VA protocol. Chief P&LMS is informed of any backlogs and/or changes in workload. Informs Chief in advance to assure meeting commitments and of any changes so that schedules can be adjusted. Telephones are to be answered promptly and in a courteous manner with dignity stating your name and service. All messages must be accurate and include the caller's first and last name, and a return telephone number. Accurately posts timecards on a daily basis for all service employees. Records and files are maintained according to regulations. Applies knowledge of Vista and CPRS and Laboratory software packages to generate bar code labels for specimens. Applies knowledge of medical terminology; procedures for receiving and following through on patient requests for treatment; documenting patient identification; accessing records; verifying laboratory requests; entering appropriate computer VISTA entries and codes and updating information. Connects duties performed and patient interactions to the total patient treatment process as it relates to access to care. Perform other duties as assigned. Work Schedule: Monday - Friday, 9:00 AM - 5:30 PM. Functional Statement #: 21S88A