LEAD MEDICAL SUPPORT ASSISTANT

Job Title

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Duties

Major duties include but not limited to:

• Ensures that all clinic administrative requirements are completed accurately, in a timely manner and are meeting established standards. Performs check on work in progress or spot check work not requiring review (filing) and review completed work to verify the supervisor's instruction on work sequence, procedures, methods and deadlines have been met. Performs audits upon supervisory request.
• Provides on-the-job orientation and training to new employees and assures that current employee's are up-to-date on all procedural requirements and changes.
• Informs the supervisor of performance, progress, need for additional training or any problems encountered with employees.
• Develops and implements controls within the clinic setting and resolves problems as they occur, whenever possible. He/she makes informative suggestions concerning personnel promotions, reassignments or recognition of outstanding performance and contributions.
• Contacts Veterans as appropriate to ensure optimal customer service regarding scheduling needs, or as needed by the Service Chief.
• Maintains clinic schedules, cancellations and other changes as requested by clinic providers and/or the supervisor. He/she reschedules as necessary and assures that clinic activity flows at a steady pace. He/she keeps the Supervisor informed of all scheduling/cancellation problems.
• Evaluates and implements new policies and procedures pertinent to the duties of the staff. Establishes work priorities and ensures deadlines are met.
• Coordinates and reviews the work of the MSA. Trains staff in job duties, safety procedures and medical center policies and establishes regular in-service training sessions.
• Resolves day-to-day problems and keeps the supervisor informed of situations that cannot be easily resolved or those that may have impact or interest beyond the immediate office.
• Maintains contact with medical and clerical staff in various units, wards and ancillary services to resolve delays and communication difficulties in the administrative aspects of providing outpatient care.
• A thorough knowledge of pertinent laws, regulations and local policies regarding entitlement for care in the clinics is required. This knowledge is utilized when providing recommendations to the clinical staff that, in turn, are able to determine appropriate treatment plans based on this information.
• Knowledgeable of Medical Care Cost Recovery requirements and assures that all insurance information, as well as other demographic information, is updated at each visit. The incumbent is able to explain to Veterans and staff the importance of MCCR activities.
• Provides coverage for Supervisory MSA during scheduled and unscheduled absences, and acts as an assistant to the Supervisory MSA for completing of MSA scheduling, time keeping, certification of MSA competencies, as well as preparation of reports and audits and committee actions.
• High level of knowledge of medical terminology is essential to understand and transcribe doctor's orders and to fill out forms with correct and pertinent information.
• Expert knowledge of PACT for insuring that patients are scheduled properly and that neither patient nor staff is subjected to inconvenience due to administrative oversight.
• Expert knowledge of outpatient clinical services available in order to arrange proper follow-through of patient treatment plans including the scheduling of outpatient follow up medical appointments and ancillary tests.
• Expert knowledge of types of orders written by physicians, e.g., diets, tests, medications, plans, transfers, request for records, so that orders can be verified in the computer. Some orders are written with various chemical compounds, symbols, and abbreviations. The incumbent must have knowledge of the meaning of these various chemical compounds, symbols, and abbreviations.
• The Lead MSA must have a high level of skill to schedules outpatient clinic appointments using Veterans Health Information Systems and Technology Architecture (VistA) scheduling options. The incumbent follows nationally/local established business rules to schedule appointments for Veterans. This includes clinic visits, consultations and entries into the Electronic Wait List (EWL). He/she completes the mandatory national and local training requirements for the outpatient scheduling process. Must have ability to understand and utilize Microsoft Word and Excel as well as Outlook, CPRS and VistA at a minimum.
• Perform other duties as assigned and required by the supervisor.

Work Schedule: Full Time, Monday - Friday, (Requires Swing/Night, Weekend, and Holiday hours) Telework: Not Available Virtual: This is not a virtual position Financial Disclosure Report: Not required