Advanced Medical Support Assistant (Scheduler)

SummaryThe Department of Veterans Affairs - Indianapolis VA Medical Center is seeking motivated individuals to join their team to serve as an Advanced Medical Support Assistant. The Indianapolis VA Medical Center is hiring at multiple locations with varying tour of duties. This is an open continuous announcement. We accept applications on an ongoing basis; qualified applicants will be considered as vacancies become available. You may be referred and contacted by multiple departments and locations.QualificationsApplicants 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. All other requirements must be met within 30 days of the closing date of this announcement.Basic RequirementsUnited States Citizenship: Citizen of the United StatesNon-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA PolicyExperience and Education: Experience: Six months experience of clerical - office - customer service - or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the positionOR - Education: One year above high schoolOR - Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptableGrade Determination: In addition to meeting basic requirement listed above - applicant must possess at least one year experience at or equivalent to work at the next lower level - GS5 (Full Performance level) - that provides the knowledge - skills - and abilities to perform successfully the work of the positionDemonstrated Knowledge - Skills - and Abilities (KSAs)Candidates must demonstrate - in their resume - all of the KSAs below: iAbility to collaborate and communicate with a wide range of medical clinicians across multiple disciplines (e.gmedical doctors - nurse practitioners - physician assistants - psychologists - psychiatrists - social workers - clinical pharmacists - and nursing staff) to accomplish team goal setting to ensure medical care to patients is metiiAbility to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulationsiiiAbility to communicate tactfully and effectively - electronically - by phone - in person and in writing - with internal and external customersThis may include preparing reports in various formats and presenting data to various organizational levels - as well as resolving patient concernsivAdvanced knowledge of the technical health care process (including - but not limited to - scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals) as it relates to access to carevAdvanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow - and patient support care administrative functions to include - but not limited to appointment cycles - outside patient referrals - follow-up care - overbooking - provider availability - etcviAdvanced knowledge of medical terminology due to the technical nature of language utilized by cliniciansReference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/Grandfathering Provision: 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)Physical requirements: The work is sedentaryTypically - the employee sits comfortably to do the workHowever - there may be some walking - standing - bending - carrying of light items such as papers - books - small parts - or driving an automobile - etcNo special physical demands are required to perform the work.DutiesVA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo The Advanced MSA supports the Facility Wide with ongoing management of contacting veterans and their caregivers for scheduling - canceling - and re-scheduling appointments and/or consultsentering no-show informationpreparing for clinic visitsverifying and updating demographics and insurance informationprocessing records from outside medical care - and obtaining copies of form DD214 (Report of Military Separation) as needed for eligibility and benefit determinationDay to day tasks include - but may not be limited to: aKnowledgeably utilizes VA scheduling software including the Electronic Health Record - ISS - VS GUI and Virtual Care Manager in establishing patient appointments within the appropriate desired datebAdheres to scheduling protocol on patient outreach attempts and ensures appointments entered in ISS are accurately reflected in CPRScAppointments are cancelled/rescheduled according to established protocols and informational note is entered in CPRSdPatients receive a call 24-hours in advance and are reminded of scheduled appointmentseVerifies and updates demographic and eligibility information in computer systemsfRefers all questions requiring immediate medical or clinical attention to the appropriate health care team memberThe incumbent utilizes various reports to complete assigned tasks - such as EARR (Error Action Required report) - 1st time appointment reports - consults due reports - and other national - VISN - and locally developed reportsAdditional day to day tasks includes - but may not be limited to: aAssists in the update - development - and maintenance of program materials - packets - and other printed materialsbAssists with the orientation/on the job training of new staffcCompletes work orders and contacts appropriate staff when requested to support the environment of caredPrepares correspondence to support the administrative functions of the assigned teamall correspondence is neatly formatted and checked for appropriate spelling and grammar - all documents are the current version - and outgoing Certified mail meets USPS standardseParticipates in scheduling/phone audits and reviews to ensure effective scheduling practicesfMay have other administrative duties assigned - including but not limited to records management The incumbent provides support for the Health Administration Service and also cross trained in many of the specific job functions of other support staff performing duties such as resulting consults - scanning - and providing front desk coverageThis versatility enables the incumbent to provide cross coverage for time sensitive administrative duties needing completion when those staff with primary responsibility are unavailableWork Schedule: Days Shift Tours Compressed/Flexible: Not available Telework: Not Available Virtual: This is not a virtual positionFunctional Statement #: Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Recruitment Incentive: Not Authorized Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave - 13 days of sick leave - 11 paid Federal holidays per year) Parental Leave: After 12 months of employment - up to 12 weeks of paid parental leave in connection with the birth - adoption - or foster care placement of a childChild Care Subsidy: After 60 days of employment - full time employees with a total family income below $144 -000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)