Advanced Medical Support Assistant

Department of Veterans Affairs

The Advanced Medical Support Assistant (AMSA) works for VA Community Care (VACC) within the VA San Diego Healthcare System. The incumbent has a foundational role within the VHA Non-VA Purchased Care Model transformation initiative. The incumbent has a important role as he/she interfaces and collaborates with larger health care system providers, which include VA and community-based specialists, hospitals, diagnostic and treating facilities, and community-based programs.

• This is a high level Advanced Medical Support Assistant (AMSA) position. As a front line contact with patients and staff, the AMSA sets the tone for perception concerning quality of healthcare services at the VA. A high degree of tact and diplomacy is required when dealing with veterans who have multiple health problems and who may be frustrated with the administrative process associated with diagnosis and treatment. A caring, compassionate and sensitive manner is essential when explaining procedures to veterans and family members both in person and on the phone. The position involves performing clerical duties, customer service and other administrative duties for the proper and timely treatment of patients while also ensuring that appointment schedules are maintained. The incumbent must assist with access contingency plans by adjusting appointment times, location or dates as well as shift patients to other healthcare locations when necessary. The work involves the execution of specific rules, regulations, and/or procedures for scheduling, insurance collections, patient access, privacy and confidentiality. The purpose of the work is to efficiently and expeditiously manage the patient intake process as well as administratively support the staff by coordinating patient processing. Major duties include, but are not limited to: When records are received, the incumbent will ensure that all necessary health/administrative information are integrated into Computerized Patient Record System (CPRS) through scanning hardware and VistA Imaging software. Scans and indexes materials accordingly into CPRS VistA Imagining, on a timely basis and within established guidelines; and makes the proper disposition of documents. After the scanning and indexing process is completed, the incumbent will review the quality of scanned documents to ensure integrity of scanned images. The incumbent is responsible for generating pre-authorizations for medical care outside of the VA network of providers and also coordinates the care with multiple VA clinics, community-based providers, and Veterans alike. The employee schedules medical appointments with community -based providers and documents them in the appropriate VA systems. The employee monitors all incoming community care consults and tracks their progress through to the collection of medical records resulting in consult closure. The incumbent must screen/receive phone calls in a courteous and timely manner, determine the nature of requests and provide the information desired using privacy rules and established clinic process. The employee supports patient safety standards through correct identification. The incumbent is responsible to urgent or emergent written or faxed requests for medical information from hospitals and/or providers. Contact professional staff to obtain information necessary to respond to requests when not readily available to the record. Obtain medical records from community-based providers as requested by providers and/or patients. Responsible for ensuing VA and community-based records are uploaded to the appropriate community care consult for review by a VA provider. The incumbent must be able to interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities: High level of coordination to avoid patients having to make multiple trips to tire clinics whenever possible; Notifies her/his supervisor when appointment is less than desirable or if an individual patient cannot be scheduled within mandated clinic timeframes. The AMSA work involves several processes such as recording, reviewing, compiling, and interpreting medical data and information incidental to a variety of patient care and treatment activities. Variations in work result from changing priorities which frequently depend upon the urgency of the situation. Incumbent must use a high degree of tack, poise, empathy, diplomacy and compassion dealing with veterans; families, caregivers, fellow co-workers and hospital staff. The duties of this position vary widely requiring utilization of different processes and methods to accomplish this work. The work involves questioning of patients or their representatives to collect data for administrative processing of medical examinations, making referrals, scheduling, coordinating, and monitoring return appointments for outpatient treatment work-up in compliance with VHA scheduling directives and HIPAA regulations. Duties are performed in accordance with the following guidelines: verbal/written instructions from supervisor or lead, VA regulations and directives, VISN and local policies and memorandums, public law and other federal and state statutes as they apply. Work Schedule: Monday-Friday, 7:30am -4:00pm 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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