Lead Medical Support Assistant

Veterans Health Administration•Wichita, KS

7d•Onsite

About The Position

The Robert J. Dole VA Medical Center is hiring three Lead Medical Support Assistants to support clinics at the medical center and Community Based Outpatient Clinics (CBOCs). The position is in Medical Administration Service (MAS), under the direct supervision of the Service Line MSA Supervisor, who reports to the Chief of MAS. The role consists of 25% lead duties and 75% Medical Support Assistant work. Depending on the assignment, local travel in the Wichita commuting area may be required to support Eye clinic operations and CBOCs. Staff assigned to CBOC operations may travel to Salina, Parsons, Hutch, Hays, Great Bend, Mobile Unit, and Dodge. The GS-7 Lead MSA performs the full range of advanced MSA duties for VA Healthcare System clinics and provides administrative and professional leadership for MSA activities. The Lead works collaboratively with clinical business managers, frontline staff, Clinical Contact Centers, departmental leadership, Care Line Managers, and service line managers. The role requires knowledge of facility- and network-level administrative policies and procedures affecting MAS and Business Operations, information security and exchange, reports and data, scheduling directives, telephone care, and customer service. The Lead uses a personal computer and multiple software applications, including Vista, VSSC, CPRS, and Microsoft Office products, to enter and retrieve administrative and clinical data, run reports and queries, monitor outpatient workload data capture, and analyze patient encounter and provider workload data. The Lead serves as a resource to MAS staff on application use and acts as a customer service representative for MAS. The role also requires detailed knowledge of outpatient administrative processes, release of information, records management schedules for ambulatory care clinics, workload data capture, encounter forms, and the VISTA scheduling package, with responsibility and accountability for scheduling practices. The Lead coordinates with department business managers on implementation, monitoring, and evaluation of MAS administrative procedures; provides recommendations to management; and supports timely reports and performance measures. The role includes training staff, identifying training needs, setting priorities and deadlines, and independently adjusting work flow and sequencing to meet team and patient needs, with little to no supervision.

Requirements

U.S. citizenship; non-citizens may be appointed only when it is not possible to recruit qualified citizens under VA policy.
High school diploma, GED equivalency certificate, or state or territorial proficiency certificate.
One year of experience equivalent to the next lower grade level (GS-06) in current MSA responsibilities or an equivalent administrative patient-support role in a non-VA inpatient or outpatient medical setting.
Advanced knowledge of medical terminology and clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources.
Ability to use numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
Ability to organize work, set priorities, and delegate tasks and responsibilities to meet deadlines.
Skill communicating to achieve desired outcomes and coordinating with interdisciplinary care-team staff.
Ability to provide staff development and training.
Ability to manage staffing requirements and workflow priorities and adjust work to meet team and patient needs, follow up on pending issues, and understand the impact of incomplete work across multiple clinics.
Proficiency in written and spoken English.
Must pass a pre-employment physical examination and background/security investigation.
Must participate in the seasonal influenza vaccination program.
Must complete required application and onboarding requirements and provide acceptable identification.
Must serve a one- or two-year trial period.
Male applicants born after December 31, 1959, must register with Selective Service.

Responsibilities

Assign and evaluate the work of subordinate staff and resolve minor problems to ensure patient services are met.
Evaluate new products, equipment, and systems and recommend improvements to operations.
Identify staff education and training needs; provide staff development and training.
Plan and direct MSA activities and extract and analyze data for reports supporting performance measures for senior management.
Collaborate with clinical business managers, frontline staff, Clinical Contact Centers, departmental leadership, Care Line Managers, and service line managers.
Use Vista, VSSC, CPRS, and Microsoft Office applications to enter and retrieve data, run reports and queries, monitor outpatient workload data capture, and analyze encounter and provider workload data.
Serve as a resource to MAS staff on applications and act as a customer service representative for MAS.
Maintain accountability for scheduling practices and apply knowledge of outpatient administrative processes, release of information, records management, workload data capture, encounter forms, and VISTA scheduling.
Coordinate implementation, monitoring, and evaluation of MAS administrative procedures with department business managers.
Recommend actions to management to support timely report completion and achievement of performance monitors and measures.
Set priorities and deadlines and adjust work flow and sequencing to meet team and patient needs.
Travel locally as required to support Eye clinic and CBOC operations.