Lead Medical Support Assistant

Job Title

The VA New Jersey Health Care System (VA NJHCS) is an integrated level 1B system comprising of two (comprehensive healthcare) facilities: East Orange and Lyons; and ten Community Based Outpatient Clinics (CBOCs) located throughout the State. The Eligibility & Enrollment Department entry of new applications and updates for Healthcare Benefits properly within the VES system, serves as a Liaison & provides training to staff as needed.

Major duties include, but are not limited to: The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues and maintains efficient workflow. Assignments at this level include, but are not limited to: assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; providing guidance to staff members to include changes in policies and procedures; distributing and balancing workload; creating and maintaining employee work schedules; orienting and providing on-the-job training for new and current employees; ensuring all training requirements are met; organizing the work structure of his/her assigned areas; and acting as liaison between Lead MSA and staff in order to resolve day to day conflicts.

The Lead MSA is responsible for a variety of customer service functions including data entry, data retrieval and records processing. The incumbent provides oversight and guidance for staff who perform the following duties: scheduling appointments, recall scheduling and verifying provider orders for scheduling purposes, cancelling, re-scheduling and/or recalling patients' appointments, consults and/or compensation & pension (C&P) examinations; appointment reconciliation including pulling clinic lists; appointment cancellation; ensuring encounter forms are completed in order to obtain appropriate workload credit; performing data validation audits and quality care data retrieval oversight in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals; performing eligibility, co-pay and preauthorization requirements for specific coverage; acquiring knowledge of travel and all related duties for providing treatment; authorizing and calculating reimbursement of travel expenses for qualified outpatients; collecting data necessary to prepare monthly AMIS reports; communicating scheduling and consult issues with clinical staff as needed and all other duties as described in the MSA functional statement.

The incumbent routinely communicates with physicians, case managers, and other allied health professional staff using sound inter-personal skills and is constantly aware of the sensitive nature of the information being communicated or discussed. The incumbent is responsible for maintaining the confidentiality of information obtained to carry out required duties. The Lead MSA shall schedule Outpatient Clinic appointments using Veteran Health Information Systems and Technology Architecture (VistA) scheduling options. The Lead MSA shall comply with established business rules to schedule and/or create provider and patient requested visits, consultations and recall scheduling; make reminder calls and send appointment letter to Veterans. The incumbent shall comply with all mandatory training requirements. Other duties as assigned.

Work Schedule: Monday to Friday 8am to 4:30pm

Telework: Not Available

Virtual: This is not a virtual position.

Functional Statement #: 21270-A

Permanent Change of Station (PCS): Not Authorized