Advanced Medical Support Assistant (File Room)

Full Job Description

The VA Northeast Ohio Healthcare System is recruiting for Medical Support Assistant (Advanced). The Medical Support Assistant (Advanced) will function within the Imaging Service.

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/Experience: (1) 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 position; OR, Education: One year above high school; OR, Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are accepted 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).

Grade Determinations For Advanced Medical Support Assistant GS-6 Experience: One year of experience equivalent to the GS-5 grade level.

Experience at the GS-5 grade level may include: Ability to operate computerized programs and systems in order to enter, modify, and retrieve sensitive medical and patient identifying information (PII) into or from electronic health records, scheduling systems, and/or reports.

Advanced knowledge of medical terminology specific to understanding medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.

Ability to schedule medical appointments in a clinical setting. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work.

Ability to communicate effectively and professionally in person, electronically, and/or by telephone with internal and external customers.

Skill in customer service with the ability to identify customer concerns and refer to the appropriate staff as necessary to ensure a satisfactory resolution.

Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate all of the KSAs below: 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. This position is above the full performance level.

The actual grade at which an applicant may be selected for this vacancy is GS-6.

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).

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. Physical Requirements: The work is most sedentary.

It typically requires sitting with sustained period of concentration. There will be some walking, standing, bending, and carrying of relatively light objects.

The position may also require stooping, reaching, lifting, pulling and other moderate exertion or strain. Incumbent may occasionally have to walk some distance to a meeting.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.

This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest.

As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community.

This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being. Major Duties:

This position is in Radiology Service at the VA Northeast Ohio Healthcare System, Louis Stokes Cleveland VA Medical Center, Cleveland, Ohio.

The Advanced Medical Support Assistant (AMSA) is assigned to the Office of the Chief, Radiology Service.

The AMSA coordinates, understands, and manages the clinical administrative activities of the Film library, under the direction and supervision of the Health Sciences Supervisor to meet the administrative and clinical needs of the Service.

The incumbent supports a highly complex clinical service comprised of personnel across 7 sites and involves planning and managing resources to provide safe and effective exchange of imaging.

The incumbent is responsible for administrative oversite of the imaging exchange process, liaison to outside facilities and several modalities of service including Mammography and Cardiology, tracking of all incoming and outgoing imaging, providing image studies from Picture Archiving and Communication System (PACS), ascertaining information from VISTA imaging, scanning reports, managing old patient outside studies to become part of the patient's record, and managing old internal archive records.

This position provides guidance and support to Radiology Service in the areas of office management, data analysis, and technical support.

The duties of the position also require extensive interrelationships with the other Medical Center patient care services, Care Administrative Service (PCAS), Human Resources, Material Management, Facilities Management, Information Technology, and other support services.

Duties: Work with clinical and administrative staff members requiring medical imaging import/export needs.

Incumbent reports directly to the Supervisor of Health Sciences but may seek additional assistance from the Radiology PACS Administrator or Assistant.

Responsible for the day-to-day processes of ensuring patients, physicians, medical centers, etc. receive the requested films in an efficient and timely manner.

The incumbent is responsible for the overall control and integrity of radiographic files, inclusive of pulling and uploading radiologic imaging.

Incumbent answers the telephone and emails in a timely and professional manner, prioritizing the needs of the department.

Incumbent will coordinate mammographic priors working with the Mammography technologists, physicians, and outside facilities to ensure accurate and timely image availability.

Responsible for protecting patient data from unauthorized release or from loss, alteration, or unauthorized release of access codes, etc. as set out in Medical Center Policy OIT-007.

It is the responsibility of the incumbent to assure the proper release of information forms are filled out properly along with ascertaining necessary patient identification prior to executing the request.

When imaging studies arrive to the Radiology service via CD, DVD, or through electronic exchange the incumbent will be capable of scanning them into the system and reconciling within PACS and Vista Imaging using a variety of applications and tools including Vista Radiology Information System, Importer, Medicom ImageX, Intellispace PACS, and PACSGear.

Identify progress and training needs of Radiology support assistants and assist with developing, managing, and enforcing all File Room workflow SOP's, Policies, and duties and give input toward annual reviews.

Coordinate, understand, and manage the office activities of the Film library, under the direction and supervision of the Health Sciences Supervisor to meet the administrative and clinical needs of the Service.

The individual is accountable for communicating to the team; the daily operations involved in ensuring that patients, physicians, medical centers, and other stakeholders receive the requested medical films in an efficient and timely manner.

The incumbent is responsible for the overall management and integrity of diagnostic radiographic files, which includes retrieving and uploading radiologic imaging into various Data archiving systems specific to the Radiology service.

Provide support to the team by leveraging their expertise in leadership and team-building skills and techniques, which include coordination, coaching, problem- solving, interpersonal communication, integration of work processes and products, resource acquisition, and liaising with the supervisor.

The incumbent is also responsible for achieving outcomes and results, including the timely delivery of high-quality work products and services produced by their team.

Work Schedule: Monday - Friday, 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position.

Functional Statement #: 94172-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized