The Medical Support Assistant (MSA) has responsibility for initiating and carrying out a variety of administrative functions in support of the overall care and treatment of Residential Mental Health units within Nursing Service of the VA Maryland Health Care System (VAMHCS).
Applicants 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. 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. 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 acceptable. 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: Medical Support Assistant - GS 05 Experience: One year of experience equivalent to the [GS-4] grade level; OR, Education: Four years of education above high school. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate [all of] the KSAs below: 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 understand 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. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is a GS-05. The actual grade at which an applicant may be selected for this vacancy is a GS-05. Physical Requirements: See VA Directive and Handbook 5019. The work is primarily sedentary. Physical demands do not exceed those of a typical office setting. There may be some walking, standing twisting, turning, sitting, pushing, bending, frequent keyboard usage, and carrying of light items. Some positions may require sitting for long periods of time at a computer terminal typing data while talking on a telephone headset. In addition, there can be increased stress due to the intensity of a patient/customer complaint or concern.
The MSA ensures all patient movement (admissions, discharges, transfers, treating specialty transfers, provider changes) are entered in DHCP utilizing the Bed Control Menu/Bed management systems (BMS). Manually maintains and continually updates the electronic log containing all patient movement per unit routine. The incumbent enters and monitors computer data of active patients/residents for appropriate assignment of treating specialties, primary care physicians, attending physicians, room and bed assignments. She/he takes necessary steps to correct any errors immediately. Coordinates patient/resident activity with Medical Administrative Services to expedite patient/resident movements. The incumbent works with the treatment team to assist and coordinate patient/resident discharges, ensuring all the discharge (dirty) beds are entered into the Bed Management System (BMS) and patients/residents discharge appointments are entered into CPRS according to the physician order. The incumbent will discharge and/or transfer patients/residents from the unit census via DHCP within15 minutes of the patients/residents leaving the unit/area. The incumbent is responsible for notifying the accepting Registered Nurses (RN) and Treatment team of new inpatient/resident arrival. Performs all administrative work involved with the admission, discharge and transfer of patients/resident. Schedules for patient/resident appointments with various clinics, services and consultants. Coordinates appointment for patients/residents to avoid conflicts in treatments and to meet the scheduling requirements of clinic or service to which the patient/resident is referred. Communicates and collaborates with the charge nurse when there is a need to process physician orders for specialty tests, such as; preps for diagnostic procedures, diets, etc. Will provide and maintain appropriate signage for isolations precautions that will be displayed on the patients/residents rooms. The incumbent will transcribe/verify orders in VISTA (per unit routine), in a timely manner. In the case of a VISTA malfunction, appropriate contingency plans will be executed. Initiates action to notify nursing personnel and patients/residents of tests and appointments. Requests escort and/or transportation, on or off station, for patient/resident as ordered; ensuring there are physician orders and established guidelines are followed. Logs patient/resident movements in an identified electronic tracking tool in accordance with unit routine. The incumbent ensure patient demographics information is accurate on admission to the unit and works within their capabilities to make corrections or consults with MAS regarding needed changes. She/he enters data into CPRS as indicated (vital signs, patient height and weight, etc.) The incumbent assembles medical records and necessary forms for patients/residents when admitted to the patient/resident care units per unit routine Maintains the information in the active medical record as outlined by unit guidelines. Ensures patient/residents ID is verified and that each patient/resident has an ID bracelet on their person or prepared and placed with admission documents for nursing staff to place on the patient/resident. She/he maintains patient/resident paper medical records are forwarded to Medical Records Department (MRD) Assures all medical documentation is labeled accurately with the patient's identification and that any medical records are sent to MRD within 24 to 72 hours after discharge. The incumbent prepares charts and patient/resident ID bracelet, etc., as needed for patient/residents going for appointments. The incumbent is responsible for printing labels for use during the resident/patient hospital stay per unit routine. The incumbent acts as resource person to orient healthcare professionals new to the patient/resident care unit to such things as the location of patient/resident files, format for requesting medical tests and supplies and the requirements for completing the charts at admission and discharge. Provides information relative to administrative rules, regulations, procedures and policies in the capacity of the MSA. She/he assists in training of new MSA in duties and responsibilities of the MSA position and procedures unique to the unit in which the new employee is assigned. Orientation includes, but is not limited to, admitting patient/resident to the unit/neighborhood, lab tests, utilization of the BMS, DHCP, CPRS transcribing doctor's orders for medications, treatments, tests, consultations and scheduling. The MSA serves as a liaison on the ward/neighborhood between various administrative, technical, and professional personnel in coordinating activities. Work Schedule: Monday - Friday; 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 512-25453-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized