Lead Medical Support Assistant

Lead Medical Support Assistant

The Lead Medical Support Assistant (LMSA) will perform a wide variety of administrative tasks associated with maintaining and supporting the work performed within Rehabilitation Service. LMSA will monitor productivity, work assignments, provide input on performance, resolves daily workplace issues, and oversee and implement processes that support efficient and effective workflow, and effectively support the needs of the clinic. Assignments at this level include, but are not limited to: assuring coverage of all areas responsibility;

conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; providing guidance to Advanced MSAs and MSA contractors to include changes in policies and procedures; distributing and balancing workload; creating and maintaining Advanced MSAs and MSA contractors schedules; advising on employee training modules, orienting and providing on-the-job training for new and current Advanced MSAs and MSA contractors;

ensuring all training requirements are met; organizing the work structure; acting as liaison between Advanced MSAs, MSA contractors, and other SFVAHCS staff in order to resolve day to day conflicts. The LMSA will interface with personal computer (PC) applications as well as numerous other programs including VISTA, CPRS, VSE Gui, IC, My Healthe Vet, APAT, FSOD, and NON-VA Care Portals.

LMSA will also serve as a key manager of the CISCO supervisor Desk Top phone system including the alignment of staff to the system, the day-to-day monitoring of the operational support of phone lines and the running of monthly reports to identify trends and opportunities for improvements in patient call-in support. In addition, the LMSA shall serve as the primary TMS Administrator for the admin staff, PIV sponsor, Pin-code reset administrator, timekeeper, and ADPAC.

The LMSA is responsible for all scheduling workflows, to include the consult management and key metrics, Recall, Electronic Wait List maintenance, return to clinic orders (RTC), veteran appointment online scheduling (VAOS), veteran appointment request (VAR), VeText; clinic profile management (i.e. LEAF request for clinic set-up, grid changes, cancel/block/restore clinics and monitoring); ensuring insurance capture (ICB), updating patient information (i.e. next of kin, address phone number, etc.);

encounter data validation; recall reminders; consult management; patient notification of appointments. The LMSA routinely analyzes data from reports such as Consult Management Dashboard, EWL, Delinquent Recall, ICB Usage, 90-Day warning and any other reports used to prepare teams for patient appointment and communicates scheduling issues to Supervisor. The LMSA manages the Encounter Actions Required Report (EARR) for the rehab service and trains/mentors clinicians in accurate completion of encounters.

The LMSA provides administrative/program support work to the AO and BM such as program or office planning/space allocation, computer resources, evaluation of administrative programs or issues, correspondence control, liaison, special projects, or committee-related work. Attends Rehabilitation Staff meetings and other Medical Center Meetings as directed. Incumbent performs other duties as assigned.

Work Schedule:

Monday-Friday 8:00am-4:30pm or as determined by supervisor

Telework:
Not available

Virtual:
This is not a virtual position.

Functional Statement #: 662-10277-F

Relocation/Recruitment

Incentives:

Not authorized

Permanent Change of Station (PCS):
Not authorized

PCS Appraised Value Offer (AVO):
Not authorized