Summary Incumbent serves as the Mental Health Service Advanced Medical Support Assistant (MSA) and provides clerical and administrative support for multiple clinical programs within Mental Health Service at the San Francisco VAMC and it's affiliated CBOCs.Performs all clinical scheduling operations in accordance with VHA Directive 2010-027, Scheduling Outpatient Processes and Procedures. The Advance MSA will manage the EWL and Consult Management rosters, and processing insurance information. Responsibilities The Advanced MSA for Mental Health Service enters, manipulates, and retrieves information and data from the Vista and other clinical information systems as appropriate to the area assigned. They schedule and coordinate appointments for patients with various clinics, ensuring all treatment requested by the clinicians have been scheduled, and rescheduling appointments when necessary. Scheduling Outpatient Processes and Procedures. Coordinates the scheduling to avoid conflicts in different clinic schedules. Ensures appointments are timely and in accordance with physicians and clinician's requests. As part of the scheduling process the Advanced MSA will ensure preappointment letters and three follow reminder appointment calls are made as the action plan to address the Missed Opportunity Performance Measure for Mental Health Service. Receives telephonic requests for information and transmits requests to the appropriate physician and/or clinician. Assists clinic administrator and other personnel with workload accountability information such as the Encounter Action Required Reports, and Electronic Waitlists. Functions as the liaison between the Clinic Manager and the Program Director for setting up and closing clinics as needed and has the options to open and close clinic slots upon request. Obtains and reviews medical information of patients prior to scheduled appointment, such as clinic reminders due, customer service and clinical surveys, and ensures the patient completes all the necessary forms prior to being seen by the provider. Assures proper completion and filing of original medical documentation and forms in the records prior to forwarding to medical records room. Advises staff on Medical Center scanning protocols of medical documentation to the Medical Records department. The incumbent and support staff are the first line of contact for the San Francisco VAMC. The Advanced Medical Support Assistants are responsible for answering calls received and are professional, courteous, and tactful in nature, and that responses given are appropriate. The incumbent will be responsible for developing, maintaining and monitoring standards for appropriate responses to patient requests for assistance. Ensures staff is knowledgeable of the services provided and are prepared to furnish information such as: telephone numbers, locations of offices and personnel and clinic hours of operation. Receives patients via telephone calls and visitors to clinics, as the initial point of contact, ascertaining the nature of the call or visit, obtaining identifying information, and determining the nature and urgency of the patient's request. Applies clinic guidelines concerning release of patient information. Refers patient to appropriate staff member as required. Verifies patient's eligibility for treatment. Interviews new patients to the clinic, determining nature of visit and providing information on appointment, clinic hours, and services. Refers urgent messages and patient results for immediate actions. Provides information regarding unit, clinic and hospital policies, procedures, and locations to patients, family members, staff, etc., or refers to other resources for difficult questions or concerns. Monitors and communicates delays in scheduled appointments to the appropriate staff and patients. Attempts to resolve complaints of a local administrative nature and refers other complaints to appropriate authorities. Sound judgement is required due to the volume of requests handles daily. Responsible for the clerical duties inherent in the admission, care and discharge of inpatients or the in processing, care and out-processing, of outpatients and guests. Notifies appropriate staff of the patient's arrival. Reconciles end-of-shift/end-of-day processing and reports such as documentation of daily no-shows and cancelled appointments. As required types routine correspondence, progress reports, memorandum and statistical reports using VISTA and Excel. Incumbent may also be required to perform various duties in making arrangements for travel. Work Schedule: M-F 8am - 4:30pm Telework: Ad-hoc Available Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. Must be proficient in written and spoken English. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications 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 be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.). English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. Experience: Six (6) 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 (1) 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 REQUIREMENTS. Creditable Experience: Must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities (or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting). GS-6 Grade Determinations: In addition to the Basic Requirements for employment listed above, the following education and experience criteria must be met when determining the grade of candidates for Advanced Medical Support Assistant GS-6: a. Experience: One year of experience equivalent to the GS-5 grade level. The specialized experience for this position includes the following, but not limited to: Specialized Experience - In an advanced or complex clinical setting utilizing numerous advanced patient care systems, scheduling appointments across multiple clinics and coordination of services among a diverse team of medical providers and clinics to include outside agencies, advanced knowledge of medical terminology, advanced knowledge of the technical health care processes, policy and procedures as it relates to coordination of care. b. 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. c. Assignment. The Advanced MSA (provides specialized and expert administrative patient support while working) collaboratively in an interdisciplinary coordinated care delivery model. (Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or care in the community resources. Recommends changes to existing clinic procedures based on current administrative guidelines. Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model. Coordinates) with the patient care team to review clinic (appointment availability) (utilization) to ensure that clinic (schedules are) closely monitored to effectively support the needs of the clinics, and (makes adjustments as necessary). (MSAs at this level) develop (and/or) maintain effective and efficient communication with the patient, interdisciplinary (coordinated care delivery model teams) , VA medical centers, and other agencies (e.g., assist with communications during the inpatient to outpatient discharge; communicate with non-VA medical facilities; (prepare correspondence) to notify patients of normal lab results; manage a system for follow-up care such as consults, tests, etc.).The full performance level of this vacancy is at the GS-06 level. IMPORTANT: Education cannot be substituted for the year of specialized experience that is required. References: VA Handbook 5005/117, Part II, Appendix G-45, Medical Support Assistant Qualification Standards, GS-0679, Veterans Health Administration. The actual grade at which an applicant may be selected for this vacancy is GS-6. Physical Requirements: Work is generally sedentary in nature with some walking, standing and bending. Occasionally requires moderate physical activity, e.g. carrying light items such as books and papers, or lifting stacks of boxes or records. Work is typically performed in an office setting; adequately lighted, quiet, and controlled atmosphere. Follows prescribed safety procedures; uses appropriate lifting methods and body mechanics for heavy lifting or moving heavy objects; reports observed potential safety hazards to appropriate personnel; removes or corrects safety hazards when possible; utilizes appropriate sanitary or aseptic techniques, when applicable. Education IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. 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 or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.