Medical Support Assistant (Advanced)

Department of Veterans Affairs

Advanced Medical Support Assistant Provides clerical support to the operating room nurse manager, preop/PACU nurse manager, surgery clinic nurse manager, as well as frontline staff reporting to the department's managers. These activities include patient management, surgery schedule management, data collection and analysis as requested, participation in performance improvement programs, and timekeeping.

• Duties include, but are not limited to: 1. Education Liaison for Surgical Services. Keeps staff informed of the status of their education requirements and requests, as directed by the operating room nurse manager. Maintains training, competency and in-services logs for associated managers within the surgery departments. 2. Customer Service. Gather medical information if needed, as directed by the nurse manager(s) Reports backlogs, difficulties in meeting deadlines, uncooperative physicians. Ability to identify customers' concerns, perform tasks required to resolve the issues with accuracy and timeliness, and follow-up as necessary to ensure a satisfactory resolution. Resolve difficult problems and diffuse potential dissatisfaction with VA services. Greet patients and family members upon their arrival at the Preop-Op desk; assist in checking the patient in for surgery, notifying the preop nurses, and accompanying the patient/family into a preoperative bay as directed by the preop nursing staff. Greet vendors; provide assistance for signing into the vendor tracking system per NWI policy; provide name badge to the vendor per NWI policy; escort vendor to locker room or appropriate operating room as needed. Greet surgeons and residents maintain a courteous, compassionate, and helpful attitude with all individuals encountered throughout the day 3. Maintain medical charts and reports. Generate reports and monitor activity as requested by the nurse managers and distributes to appropriate individuals. Create and respond to messages within 24 hours while on duty, not accounting for leave. Serve as a technical advisor and liaison for daily use software. Protect sensitive patient information by keeping PII/PHI properly stored. 4. Timekeeping Duties. Accurately enters timecard information for OR, Preop/PACU, Surgery Clinic to include shift worked, time off, sick leave, on-call time, overtime, FMLA. Maintains FMLA tracking log and keeps manager informed when employee(s) are requesting FMLA outside of approved occurrences. Keeps manager informed when employee(s) reaching 40 hours of remaining FMLA. Manages, creates, and distributes bi-weekly employee sign-in sheets; prints new sheets before the new pay period; denotes scheduled on-call hours. Completes corrections timely; ensures all timecards are verified timely; changes employee TOD as needed and with manager approval; updates online call spreadsheet; completed DOAs/payroll ticket to have appropriate backups for second level approvals for overtime and time off. Enters payroll tickets when issues with timekeeping arise; keeps department manager(s) informed of the issue, the ticket placement, and the identified resolution. Coordinates with back-up timekeepers for coverage during times of leave; communicates coverage plans in advance of leave with the department manager(s). 5. Serves as a mentor to new surgery AMSAs. Learns new processes to oversee training and implementation among other AMSAs. Provides guidance to staff members to include changes in policy and procedures. Provides training during orientation and/or remedial training for existing staff as needed. Resolve daily workplace issues as appropriate. 6. Performs administrative duties. Monitor copier/fax machines. Answers and routes incoming phone calls to the appropriate person. Answers the telephone with a pleasant greeting to include location (surgery department), employee name (this is *first name*), ending with a pleasantry (how can I help you). Enters and monitors work orders in Maximo, YourIT, Payroll and other software systems as needed. Orders office supplies as needed or requested; maintains an appropriate supplies of office supplies and monitors levels, ordering in advance before supplies run out. Maintain appropriate supply of office items and required contingency forms. Maintains an organized and clean OR desk area free from clutter and prohibited items such as cardboard. 7. Surgery administrative duties. Distributes OR surgery schedule daily; includes Out of OR case information for Interventional. Radiology, Cardiac Cath Lab, GI lab, MRI, etc.; send daily schedule daily through VISTA mail. Routine review of outstanding invoices. Interpret, verify, and disposition orders as needed. Complete specialty service surgery reports such as the Anesthesia daily, monthly, and yearly report; OR report; daily report of cancellations and add-on cases; special order lens tracking spreadsheet will be maintained and kept current. Work Schedule: Full-time; Monday-Friday, 0700-1530 Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized

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