Medical Administrative Assistant
Assumes responsibility for coordination of all other administrative matters during weekend, holiday, evening and night tours of duty in the capacity of the Administrative Officer of the Day (AOD). The Business Office Manager or his/her designee supervises the incumbent. Provides administrative authority, guidance, and advice to Medical Officer of the Day (MOD) and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours. This facility is affiliated with the University of South Dakota School of Medicine. The incumbent is required to orient Medical Officers of the Day (MOD) on hospital administration policies and procedures. Incumbent provides information to the MOD on legal matters pertaining to eligibility and entitlement, guidance regarding administrative processes and procedures as they relate to patient care. They serve as the coordinator for all contacts whether personal or telephonic during the WHEN hours. They provide advice and instruction to the public in all phases of facility policy. They may receive inquiries from civil authorities, veterans, veteran's family members, guests, veteran's representatives and/or private physicians. All contacts must be handled with poise, confidence, tact, diplomacy and/or compassion. Administratively approves and coordinates tests and procedures which cannot be done at the medical center. Locates available source and authorizes VA payment of services at community hospitals. The incumbent oversees Business Office personnel and activities during WHEN hours, normally this includes telephone operators file room staff and other clerical personnel that might be on duty. They are responsible to monitor their activities to ensure the assigned work is being accomplished. When assigned they may serve as a supervisor within the service to assist with accomplishing day-to-day operations or special projects. This requires familiarity with overall operations of the Business Office. The incumbent conducts Systematic Internal Reviews to determine whether or not various policies and procedures are being carried out in accordance with instructions and established program guidelines. As such the incumbent reviews operational guidelines, interview personnel, gathers data and information and creates a written report on their findings. The incumbent determines eligibility and entitlement for care through the interview and application process when necessary. They coordinate admissions to include maintaining accurate bed availability information, approve lodging for those who are eligible using sound judgment in special circumstances, coordinate transportation for those who are eligible and for those who require it. They establish medical records, both medical and administrative, creating them electronically and physically. The incumbent coordinates the securing of consents from next of kin or guardians for necessary surgical procedures following the prescribed process to ensure accuracy and appropriateness of the consent. They ensure confidentiality of the recorded material is maintained until it is retrieved for transcribing in accordance with regulations and procedures. The incumbent is responsible for the completion of a wide array of administrative tasks. These include preparation of the Gains & Loss sheets, maintaining a log of activity that occurs during the WHEN hours, completion of incident reports when necessary, admitting patients, transferring patients both physically and electronically, processing provider orders for patient care and entering electronic notes regarding patients. They also serve as the facility telephone operator when the main switchboard is not in operation. The incumbent coordinates physician's efforts in notifying family members of a patient's death. They counsel the family as to any benefits available and assist in making funeral arrangements. They complete the administrative processing of a death, to include autopsy if indicated or requested, and preparation of the death certificate. They coordinate the harvesting of any donor organs if appropriate. Demonstrates a good working knowledge of the Automated Data Processing (ADP) core system and provides for on-going employee support of Veterans Integrated System Technology Architecture (VISTA) applications as it relates to the Business Office responsibilities. The employee is responsible for:
1) protecting patient information from unauthorized release or loss, alteration, or unauthorized deletion, and 2) following established information security policies to safeguard patient medical information as outlined in regulations, laws, policies and guidelines. Work Schedule:
Full time:
Six 12 hour shifts (6:
00am-6:
00pm or 6:
00pm-6:
00am) and one variable 8 hour shift per pay period. Position Description/PD#:
Medical Administrative Assistant/PD80246A To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/15/2020. Time-In-Grade Requirement:
Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note:
Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
experience in performing administrative duties at a Medical Center, and/or Outpatient Clinic, knowledge in VA rules and regulations, knowledge of medical and technical terminology, comprehensive working knowledge of applicable public laws, VA policy and regulations, station directives and legal decisions, knowledge of VistA, knowledge of all computer menus relating to processing data for admission and determining legal entitlement of Veterans to benefits and applicable outpatient scheduling systems and menus, ability to identify and analyze complex problems or situations with a range of variables and the ability to deal with a variety of individuals with tact and diplomacy. You will be rated on the following Competencies for this position:
CommunicationsComputer SkillsCustomer ServiceOrganizational StewardshipProblem Solving Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note:
A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements:
The work, while primarily sedentary, does require ability to walk, bend, twist, push/pull, grasp for various activities which include keyboarding, operating various equipment (phones, copier/all in one, etc.) walking through the medical center to nursing station or other areas. Maximum lift requirement is no more than 10 pounds at one time. Appropriate physical posture/positions are to be utilized when performing duties. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
Estimated Salary: $20 to $28 per hour based on qualifications.
1) protecting patient information from unauthorized release or loss, alteration, or unauthorized deletion, and 2) following established information security policies to safeguard patient medical information as outlined in regulations, laws, policies and guidelines. Work Schedule:
Full time:
Six 12 hour shifts (6:
00am-6:
00pm or 6:
00pm-6:
00am) and one variable 8 hour shift per pay period. Position Description/PD#:
Medical Administrative Assistant/PD80246A To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 10/15/2020. Time-In-Grade Requirement:
Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-7 position you must have served 52 weeks at the GS-6. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note:
Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
experience in performing administrative duties at a Medical Center, and/or Outpatient Clinic, knowledge in VA rules and regulations, knowledge of medical and technical terminology, comprehensive working knowledge of applicable public laws, VA policy and regulations, station directives and legal decisions, knowledge of VistA, knowledge of all computer menus relating to processing data for admission and determining legal entitlement of Veterans to benefits and applicable outpatient scheduling systems and menus, ability to identify and analyze complex problems or situations with a range of variables and the ability to deal with a variety of individuals with tact and diplomacy. You will be rated on the following Competencies for this position:
CommunicationsComputer SkillsCustomer ServiceOrganizational StewardshipProblem Solving Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note:
A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements:
The work, while primarily sedentary, does require ability to walk, bend, twist, push/pull, grasp for various activities which include keyboarding, operating various equipment (phones, copier/all in one, etc.) walking through the medical center to nursing station or other areas. Maximum lift requirement is no more than 10 pounds at one time. Appropriate physical posture/positions are to be utilized when performing duties. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
- Department:
0303 Miscellaneous Clerk And Assistant - Salary Range:
$43,251 to $56,222 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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