Lead Medical Support Assistant - Community Care

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.

01Basic 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. None. Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. Licensure/Certification/Registration. None. Grandfathering Provision.

Employees in VHA in this occupation, under a permanent, appropriate, and legal placement on the effective date of the qualification standard, are considered to have met all qualification requirements for the grade and/or assignment held, including positive education and registration/certification where applicable.

For employees who do not meet all the basic or assignment-specific requirements in this standard but met the qualifications applicable to the position at the time they were appointed, the following provisions apply: (1) 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. (2) Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of re-entry to the occupation.

NOTE: This provision is not intended to regularize appointments/ placements. Foreign Education. To be creditable, education completed outside the U.S. must be deemed at least equivalent to that gained in a conventional U.S. program by a private organization specializing in the interpretation of foreign educational credentials. English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).

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).

02Grade Determinations

In addition to the basic requirements for employment, candidates must meet the following grade-determining criteria for placement at grade levels specified. Lead Medical Support Assistant, GS-07. (1) Experience. One year of creditable experience equivalent to the next lower grade. (2) Knowledge, Skills, and Abilities (KSAs).

In addition to meeting the experience above, the candidate must demonstrate the following KSAs: (a) Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community. (b) Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff. (c) Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting. (d) Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. (e) Ability to provide staff development and training. (f) Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs.

This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics.

03Preferred Experience

Community Care Scheduling 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-07. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-07 to GS-07.

04Physical Requirements

The incumbent must be able to perform all activities of the position without restriction. The work is primarily sedentary although some slight physical effort may be required. However, there may be some walking; standing; bending; carrying of light items such as papers, books, or small parts. Incumbent may be susceptible to eyestrain from working long hours on the computer.

DUTIES: The position is responsible to lead a group of at least 15-20 Medical Support Assistants (MSA) at GS-6 level while being responsible to their supervisor for ensuring that the work assignments for their team are carried out by performing a range of duties such as: -Timekeeping: The Lead MSA will be responsible for recording time/validating timecards for staff members, meeting timecard deadlines and relate needs. -Distribute and balance the workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of assigned workload, and assure that each employee is keep busy. -Communicate with the supervisor of the status and progress of work, and make day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be handled promptly. -Estimate and report on expected time of completion of work and maintain records of work accomplishments and time expended and prepare reports as requested; Instruct employees in specific tasks/job techniques and make available written instructions, reference materials and supplies. -Give on the job training to new employees in accordance with established procedures and practices. -Communicates with supervisor and assist with unusual situations which do not have clear precedents.

The incumbent plans and carries out successive steps of work assignments. Independently handles scheduling problems and deviations based on personal knowledge of clinic operations policy, schedules, and provider's preferences. Coordinates efforts to ensure all aspects of duties are accomplished efficiently, timely, and correctly.

Plans and carries out the day-to-day operation of the office independently utilizing initiative to resolve workload or task problems. -Maintain current knowledge and answer questions of other employees on procedures, policies, directives, etc., obtaining needed information or decisions from supervisor on problems that arise. -Check on work in progress or spot check work not requiring review, to include audits of completed work to see that supervisor's instruction on work sequence, procedures, methods and deadlines have been met. -Amend or reject staff work not meeting establish standards, refer to supervisor with questions or matters not covered by leads abilities. -Monitor working conditions such as seating, ventilation, lighting, safety, etc.

Resolve assignment complaints of employees and refer others to superior. -Report to supervisor on performance, progress and training needs of employees. Report to supervisor staff behavior problems. -Provides information to supervisor as requested concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. NON-VA SPECIFIC FUNCTIONS: -Initiates/prepares automated authorization for medical and hospital services to include appropriate explanation of VA guidelines.

Ensures completed authorization is mailed/faxed to appropriate veterans and providers. Performs "validity reviews"(follow-up) of long-term/short-term authorizations to determine the need for continued community care. Notifies veteran of review and requests information from veteran and physician.

Ensures that necessary information is received/prepares information/recommendation for submission of continuation or discontinuation of community care. -Must create an authorization for claims from established care, utilizing the FBCS fee basis program software as well as for VCA's. In addition, can create a Third-Party Administrator authorization form for submission to TPA.

Also involves the assessment and obligation of funds, compiling statistical data for monthly reports, and imposing/preparing correspondence associated with authorizing and/or denying treatment at VA expense. -Composes letters and provides verbal assistance to a variety of individuals regarding the application/approval/appellate processes involved.

Responsible for editing of patient data/authorizations in CPRS/FBCS to reflect changes in status of existing authorizations, cancellations, reinstatements, corrections, or other types of alterations. -Cancels fee basis consults when notices are received.

Initiates a "delete or cancelled" transaction to modify fee basis files in addition to performing miscellaneous associated clerical functions. - Utilizes a full range of office automation skills and techniques (i.e., word processing, spreadsheets, graphics, data base management, etc.) in order to assist in providing clerical, administrative, and program support.

Work Schedule: Monday - Friday, 08:00am - 4:30pm Telework: Ad-Hoc Virtual: This is a virtual position and requires you to live within commuting distance of and report for duty at your nearest VHA location. Remote: This is not a remote position. Functional Statement #: 195-53127-A Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized