Summary The VA Northeast Ohio Healthcare System is recruiting for Medical Support Assistants (Advanced). The Medical Support Assistants(Advanced) will function within the Home Based Primary Care within Community Outpatient Services. Responsibilities Enters Progress notes, Assessments and Encounters for Registered Nurse, LPN, Social Worker, and Physical Therapist/Occupational Therapist. Inputs HBPC admissions, rejections and discharge forms into VISTA. Case manager census report ran weekly to verify that all HBPC admissions and discharges are entered correctly. Validating all progress notes and assessments are entered into CPRS by comparing the HBPC visits report and CPRS (number of visits/encounters by patient) at least once a week. Verify coding of encounters for each patient is correct prior to discharge. For a patient to be considered vested the MSA must be aware of how many Disciplines are in the home: 7 visits with 4 Disciplines; 8 visits with 3 Disciplines; 9 visits with 2 Disciplines; 10 visits with 1 Discipline. Corrects any discrepancies between CPRS and VISTA patient data. Ensures all written communication is grammatically and structurally accurate. Drafts correspondence to meet the needs of the team, as requested. Contacts patient's that are in a Co-pay status to authorize service. Talk to patient to update income if there has been a significant change. Maintains the outlook team calendar of scheduled patients daily for team members' visits to reduce the likelihood of double visits occurring. Developed and maintains: patient roster, discharge list, IDTP list, consult tracking list, vested list, HHA list and hospital admission Updates patient's financial information (means test), address, phone number, etc., into VISTA yearly and as changes occur. Prepares patient list for IDTP meetings that is given one week in advance, participates in the IDTP meeting, discusses number of patient vested, how many patients that have 7, 8, 9 (that need vested), who is eligible for discharge (have 10 visits which are verified in VISTA). Send scheduled patient IDTP list to HBPC Program Pharmacist, HBPC Mid-level Provider; team Psychologist and team Preceptor weekly. Sets up V-tel for weekly IDTP meetings, to communicate with the Pharmacist, Psychologist and/or Med-level provider during the meeting. Schedules conference room yearlong for IDTP meetings at clinics and for any additional times requested by team members. Processes Release of Information (ROI) for the team to get information from non-VA providers, non-VA oxygen orders, etc with a signed release from veteran/POA. Compiles data for various HBPC reports as directed by the Nurse Manager/HBPC Director (hand hygiene and oxygen surveys, etc.) and submits it as indicated. Point of contact for HBPC team. Screens calls for team members and contact them or relays messages as needed. - Provides assistance for patients as able, in person or via telephone. Works with HBPC Social Worker to arrange HHA services for a patient. Contacts outside Home Health Agency for services and sends appropriate documentation.. Generates and submits monthly vesting, and activity reports for HBPC within the appropriate timeframe. Sends infection control report, list of patients hospitalized and Non-VA/VA home oxygen report within appropriate timeframe. Guides new staff members to find the HBPC Policy and Procedure manual located on the S:drive. Ensures all patient data is maintained in accordance with VA and HBPC Privacy and Policy regulations. Patient data is protected to prevent disclosure to outside sources. Assist team members with scheduling and delivering GSA vehicles for maintenance when needed. Participates in disaster drills, mock survey's, real life disasters and emergency weather drills. Reports are submitted to the Director and Nurse Manager after the completion of the activity. Work Schedule: Monday - Friday; 8am - 4:30pm Recruitment Incentive (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Pay: Competitive salary and regular salary increases Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience. Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Virtual: This is not a virtual position. Functional Statement #: 93820-A Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. You may be required to serve a trial period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Must pass pre-employment physical examination. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). 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 and Education. (1) 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, (2) Education. One year above high school; OR, (3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are accepted 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: Candidates at this grade must have one year of experience equivalent to the GS-5 Grade level. Examples of this experience include, but are not limited to; 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 necessary; 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 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. In addition to the basic qualifications, applicants must also demonstrate the following Knowledge, Skills, and Abilities: .Ability to collaborate, communicate, set priorities, and organize the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations. Ability to communicate tactfully and effectively, both orally and in writing, in order to meet program objectives. This may include preparing reports in various formats and presenting data to various organizational levels. Advanced knowledge of the technical health care process as it relates to access to care. Advanced knowledge of managing a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Preferred Experience: At least 2 years of Medical Administrative duties within a Healthcare setting. Knowledge and experience using Microsoft Word, Excel, Outlook, and PowerPoint Office experience working in an interdisciplinary team environment and coordinating with other staff. Ability to collaborate and communicate tactfully and effectively both orally and in writing. Ability to work independently in a wide variety of duties, including setting priorities and coordinating work. Ability to identify customer/team member concerns, perform the tasks required to resolve the issue accurately and timely, and follow-up as necessary to ensure a satisfactory resolution. 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-06 Physical Requirements: The work of this position is primarily sedentary working closely with others or alone. There may be some walking, standing, bending, kneeling, carrying of light items under 15 pounds, reaching above shoulder, driving an automobile, etc. The work environment typically involves everyday risks or discomforts which require normal safety precautions typical of an office, meeting or training room. The work area is adequately lighted, heated, and ventilated. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaEL Total Rewards of a Allied Health Professional
