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Veterans Affairs, Veterans Health Administration Medical Support Assistant (Advanced) in Brockton, Massachusetts


The primary focus of the Medical Support Assistant (Advanced) position will be to provide administrative support for the Residential and Rehabilitation Services Division of the Mental Health Service. This Division includes Residential Rehabilitation Treatment Programs, Outpatient Alcohol and Drug Treatment Programs, and Vocational Rehabilitation Programs located on the Brockton and Jamaica Plain campuses. The selectee is expected to travel to the Jamaica Plain campus when needed.


Duties include but are not limited to:

A) The MSA will have significant administrative duties related to accreditation, regulatory, and safety requirements for the Residential and Rehabilitation Services Division of the MH Service. The MSA will assist programs in the Mental Health Service prepare for CARF and Joint Commission accreditation reviews. The preparation will include organizing, editing, and formatting word documents and reports and coordinating input from Stakeholders. The MSA will help to set up spreadsheets and enter data for purpose of program evaluation. The MSA will assist with ongoing revisions of program documents including emergency drill books, policy manuals, handbooks, and brochures. The MSA will help to create and manage shared electronic files across programs and create binders for the reviews. The MSA will be responsible for assisting with the organization of tasks during preparatory meetings and with logistical arrangements during reviews including constructing schedules, scheduling meeting rooms, and making other necessary arrangements. B) The incumbent will assist the Residential and Rehabilitation programs in their completion of VACO-required tasks including the Annual Safety and Security Review and Safety Stand Down. The MSA will arrange ongoing meetings, take minutes, and organize associated documentation to be submitted to VA Central Office. The incumbent will take minutes during meetings and distribute them to the staff. C) The MSA will have administrative support responsibilities related to the hiring of trainees and new employees. The MSA will assist with contacting applicants and arranging schedules for interviews. When new trainees or staff are hired the MSA will submit work orders for keys, telephones, computers, and other items needed for offices, coordinate with IT Service and education staff to arrange trainings, and assist with other administrative tasks that are necessary to support the trainees, staff, and programs. D) The MSA will schedules appointments, and update patient demographics as well as insurance information. The MSA works collaboratively in an interdisciplinary coordinated care delivery model, coordinates with the patient care team to review the clinic utilization by using various reports, ensures that the clinic setup is closely monitored to effectively support the needs of the clinic, and makes any necessary adjustments. He/She develops and manages a tracking system for follow up care such as consults, tests, etc. Works with the team to reinforce the plan of care and self-help solutions and entering appropriate information into the electronic record, monitors pre-appointment requirements to assure readiness for patient visit/procedure, manages electronic wait list to verify and validate accuracy and resolve issues, evaluates patient information and clinic schedule lists to determine whether patient is vested; educating providers about shared patients (those who receive their care at multiple VAs or those who have care in the community) and bringing to the attention of the provider. Work Schedule: Monday through Friday, 8:00am - 4:30pm

Compressed/Flexible: Not authorized

Telework: Not authorized

Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not authorized

Financial Disclosure Report: Not required Notifications: This position is a NAGE Bargaining Unit position. This position is covered by locality-based comparability pay. Selectee may be required to work at any Boston Healthcare System campus, as needed. Current employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Candidates who meet the qualification requirements within 15 calendar days following the closing date of the announcement will be considered. This position is in the Excepted Service.


Conditions of Employment


Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Education or Experience: One year above high school; OR 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 position; OR Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. English Language Proficiency: Medical Support Assistants appointed to direct patient care positions must be proficient in spoken and written English. GS-06: Above the full performance level

Experience: One (1) year of experience equivalent to the next lower grade level in Federal service (GS-5). Experience includes: performing a full range of duties related to the delivery of healthcare services in an inpatient or outpatient setting. Experience also includes working knowledge of Microsoft office, Word, Excel and PowerPoint, providing all administrative functions and administrative support in data collection, reviewing documents for completion and accuracy of information, providing program and technical support by performing, tracking, and reporting inconsistencies and ensuring data entry is complete and accurate, maintaining files, interacting with administrative and clinical staff, clinic experience in a hospital or doctor's office setting to include scheduling a high volume of appointments annually, evidence specific computer scheduling programs or software utilized in clinic or hospital. Demonstrated Knowledge, Skills, and Abilities (KSA): In addition to the experience above, the candidate must demonstrate all of the following KSAs: Ability to collaborate and communicate with a wide range of medical clinicians across multiple disciplines (e.g. medical 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 met. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations. Ability to communicate tactfully and effectively, electronically, by phone, in person, and in writing, with internal and external customers. This may include preparing reports in various formats and presenting data to various organizational levels, as well as resolving patient concerns. Advanced 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 care. Advanced 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, etc. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. References: This can be found in the local Human Resources Office. Physical Requirements: The work is requires some physical exertion such as prolonged periods of standing, bending, reaching, crouching, stooping, stretching, and lifting moderately heavy items such as papers, books, manuals, record boxes and boxes of computer paper. Computers are used and therefore keyboarding is required. The work includes walking from area to area when covering other employees. Applicant may at times be exposed to stressful situations with Veterans. Résumé Reminder: Your résumé must include the following information each job listed: Job title Duties (be as detailed as possible) Month & year start/end dates (e.g. June 2007 to April 2008) Full-time or part-time status (include hours worked per week). Please be aware that your answers will be verified against information provided on your résumé. Be sure that your résumé clearly supports your responses to all of the questions by addressing your work experience in detail.


Note: There is no education substitution for the GS-06 grade level.

Additional Information

This job opportunity announcement may be used to fill additional vacancies. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. If you are unable to apply online view the following link for information regarding an Alternate Application.