Lead Medical Support Assistant

VA Careers - Lead Medical Support AssistantMajor duties include, but are not limited to:The incumbent is able to independently manage position responsibility with little to no supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs. Distributes and balances the workload amongst employees in accordance with established work flow and job specifications, and assures timely completion of assigned work. Monitors and ensure progress of work and makes necessary adjustments according to established priorities. Aware of and can estimate and report on when work will be completed. Gathers data and provides summaries and reports on service workload, clinical activity, consult processing and scheduling of appointments timeliness. Closely monitors on an on-going basis the current status of various aspects of the CMC performance. Tracks production and initiates changes to process and/or flow to meet quality and timeliness standards and keeps leadership and management apprised.Serves as a member of the integrated administrative and clinical team within the local Community & Managed Care Service Line, as outlined by the Office of Community Care Operating Model. This integrated team manages the Veteran's episode of care in the community. Monitors daily staffing levels and ensures equal distribution of workload/coverage on a daily basis. Collaborates, communicates, sets priorities, and organizes the work in order to meet deadlines, ensuring compliance to established processes, policies and regulations. The incumbent assists the Community Care Supervisor, RN Nurse Manager and/or Service Line Manager with developing action plan to address efficiency and productivity and contingency plans for data/input/transmission. Closely monitors the processing of consults from referral to closure to ensure compliance to requirements for quality and timeliness. The incumbent is responsible for identifying backlogs in workload and potential procedural problems by observation/monitoring of the activities of administrative staff and brings them to the attention of the Supervisor and/or Service Line Manager. This is measured by observation, spot-check, employee reports and/or other reporting mechanisms. The incumbent will extract, compile and provide weekly, monthly and quarterly reports within established time frames and report to the supervisor. Incumbent will perform spot checks to ensure that all administrative staff are processing consults following Office of Community Care procedures and guidelines. Ensuring appropriate authorizations are entered if required utilizing the established tools, correct verbiage, Fund Control Point (FCP)/Obligation number and cost estimation.Provides clarification of policies and procedures set by the Service Line Manager and/or direct supervisor to staff physicians, staff and others, referring to the supervisor and/or the Service Line Manager only those matters requiring specific judgment or technical expertise. Develops, maintains and updates library of finalized Standard Operating Procedures.As Lead, the incumbent checks on work in progress, spot checks and reviews completed work to ensure compliance to the community care requirements and policies. The incumbent ensures employees are following prescribed processes, procedures, methods and that deadlines are met.Completes multiple assignments varying in degree of difficulty to ensure patient needs are met, reducing internal transfers, and reducing barriers to unnecessary delays and patient care diversions. When records are received, the incumbent will ensure that all necessary health/administrative information are integrated into Computerized Patient Record System (CPRS) by ensuring medical records are scanned and indexed timely and accurately. Incumbent will screen/receive phone calls in a courteous and timely manner, determine the nature of requests and provide the information desired using privacy rules and established clinic processes.The incumbent will perform recurring audits on suspended claims to ensure authorizations are created for all approved services and then ensure timely rerouting of these claims for processing and payment.The incumbent instructs employees in specific tasks and job techniques and makes available written instruction, reference material and supplies. This includes creating the training material and standardized operating procedures used to train staff.Work Schedule: Monday through Friday, 8:00am to 4:30pm (Tour may be subject to change based on needs of the facility). Relocation/Recruitment Incentives: Not Authorized Functional Statement #: 00000 Permanent Change of Station (PCS): Not Authorized