Duties

Summary

This position is located within the Medical Administration Service (MAS) at the VA Maryland Health Care System (VAMHCS) Perry Point campus. The incumbent will serve as a primary contact for Veterans, doctors, nurses and administrative staff to arrange travel for eligible Veterans to appointments and residence when appropriate, using laws and regulations to distinguish/ensure reimbursements are legitimate or if fraudulent activity is being conducted by the beneficiary.

Learn more about this agency

Responsibilities

The incumbent will be working as an Medical Support Assistant performing, but not limited to the following duties:

• Independently manages the Beneficiary Travel Program. The Beneficiary Travel program provides transportation at Government expense to beneficiaries and their attendants traveling to and from VA facilities and other places for the purpose of examination, treatment or care. This will include correctly determining eligibility for the program, and processing requests. It will also include correctly determining which of several fund control points to utilize, entering authorizations, maintaining manual and electronic accounting records, performing regular reconciliations and adjusting account balances. Will contact the approving officicial to authorize obligations and requests for additions, deductions, and/or movement of funds.
• Responsible for determining method of payment for authorized and unauthorized ambulance claims submitted for consideration. Receives invoices for payment of transportation services: investigates authorizations, orders, and/or utilizes the Computerized Patient Record System (CPRS) to review medical records; forwards for supervisory approval and submits all documents for payment utilizing appropriate control points for reference. Responsible for forwarding all invoices certified for payment to Fiscal Service for processing. Writes or selects appropriate letters explaining disposition of unauthorized travel claims. Responsible for explaining the regulatory guidelines to beneficiaries submitting any unauthorized ambulance claims to the VAMC/HCS for consideration of payment. They communicate with Contracting Officer's Technical Representative regarding technical problems of contract agreement, and will be responsible for balancing, reconciling, and adjusting invoices for payment.
• Responsible for determining method of payment for authorized and unauthorized ambulance claims submitted for consideration. Receives invoices for payment of transportation services. Investigates authorizations, orders, and/or utilizes the Computerized Patient Record System(CPRS) to review medical records, forwards for supervisory approval and submits all documents for payment utilizing appropriate control points for reference. Responsible for forwarding all invoices certified for payment to Invoice Payment Process System (IPPS) for processing. Acts as liaison between vendors and Financial Management Service (FMS) for invoices pending payment.
• Writes or selects appropriate letters explaining disposition of unauthorized travel claims. Responsible for explaining regulations and guidelines to beneficiaries for submitting any unauthorized ambulance claims to the VA Medical Center for consideration of payment. Corresponds with contracting officer representative (COR) regarding technical problems or negotiation of contractual agreement. Responsible for balancing, reconciling, and adjusting invoices for payment.
• Reconciles vouchers against authorizations for accuracy prior to preparing certifications for payment.
• Communicates and interacts with patients in a manner which is appropriate to cognitive, emotional, and chronological maturation needs of the adult and/or geriatric patient.
• Has regular and recurring contact with personnel external to the agency for the obtainment of services, sharing of information and authorization, clarification or denial of payment.
• Will work with fellow Business Office staff, other administrative staff and clinical personnel as professionals and team members and take the initiative to assist fellow team members during peak workload times and when there are staffing shortages, regardless of the cause. This assistance would include in-person interactions with patients, staff and the public, as well as telephone and computer coverage.
• May be assigned to different work areas to maximize customer service and the incumbent's knowledge, skills and abilities.
• Utilizes professional communication etiquette in all modes of customer contact: in ­person, telephone and email correspondence.
• Responds to client requests and seeks resolution of family/patient/employee complaints; will forward unresolved complaints to supervisor, when appropriate.
• Will perform other related duties as required.

Work Schedule: Monday through Friday, 8:00 am-4:30 pm
Financial Disclosure Report: Not required

Travel Required

Not required

Supervisory status
No

Promotion Potential
5

Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job
• Designated and/or random drug testing may be required
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to a background/security investigation
• Must be proficient in written and spoken English
• Selected applicants will be required to complete an online onboarding process

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. Citizen of the United States (Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy)

Experience and Education.

• 1) Experience. Six 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,
• 2) Education. One year above high school; OR, 3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.
• Physical Requirements. Have the mental and physical ability to satisfactorily perform the duties of the proposed assignment and pass the requisite laboratory and other screening as required by Federal regulatory
• English Language Proficiency. Must be proficient in spoken and written English.

Grade Determinations: Medical Support Assistant GS-5:

Experience. One year of experience equivalent to the GS-4 grade level or fours years of education above high school.

Examples of assignments and knowledge, skills and abilities at the GS-05 grade level include but are not limited to:
Assignment: The MSAindependently performs a full range of duties related to the delivery of healthcare services in an inpatient or outpatient setting. Advises clinical staff on current administrative processes. The MSA is responsible for answering phones, greeting patients, relaying messages to appropriate staff inside or outside of the unit, scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines. Assignments at this level include, but are not limited to: scheduling, canceling, re-scheduling patient appointments and/or consults; entering no-show information; monitoring appointment requests from multiple electronic sources; participating in huddles with other MSAs and/or clinic staff to determine the daily needs of the clinic, monitoring both inpatient and outpatient appointments in areas of responsibility; verifying and updating demographics and insurance information when patients check-in for appointments. Coordinates administrative functions relating to emergency and non-emergency transfers to other VA facilities or private hospitals and determines appointment type based on the patient's eligibility status (i.e., TRICARE, sharing agreements, collaterals, research patient, VA employee, etc.).

KSA'S:
i. Ability to operate computerized programs and systems in order to enter, modify, and retrieve sensitive medical and patient identifying information (PII) into or from electronic health records, scheduling systems, and/or reports.
ii. Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
iii. Ability to schedule medical appointments in a clinical setting.
iv. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work.
v. Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers.
vi. Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution.

Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of he KSAs below:

• Ability to operate computerized programs and systems in order to enter, modify, and retrieve sensitive medical and patient identifying] information (PII) into or from electronic health records, scheduling systems, and/or reports.
• Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
• Ability to schedule medical appointments in a clinical setting.
• Ability to work independently in the accomplishment of a wide variety of duties performing patient support work.
• Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers.
• Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution.

References: VA Handbook 5005/117, Part II, Appendix G45, Dated: August 1, 2019

The full performance level of this vacancy is GS-5. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-5 to GS-5.

Physical Requirements: The duties and responsibilities of the position require some mobility between various clinic areas in separate building location sites, but generally the job is sedentary with some standing, stooping, reaching and lifting up to 20 pounds. The employee is required to work with computer equipment at least 75% of the time which impacts on hand and wrist motions.

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: http://ope.ed.gov/accreditation/ . 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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html .

Additional information

This job opportunity announcement may be used to fill additional vacancies.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

RESUME REMINDER: Your resume must include the following information for each job listed:

Job title Duties (be as detailed as possible)
Month & year start/end dates (e.g. June 2007 to April 2008)
Full-time or part-time status (include hours worked per week)

Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.

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.

Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. In addition, please be sure to include your Education, Residency program to include Month and year start/end dates, and license, certification, or registration information to include the state, territory, or Commonwealth, license, certification, and/or registration number, and Month, Day, and Year of expiration if applicable. We cannot make assumptions regarding your qualifications.

Background checks and security clearance

Security clearance
Other

Drug test required
No

Position sensitivity and risk
Non-sensitive (NS)/Low Risk

Trust determination process
Suitability/Fitness

Required Documents

To apply for this position, you must provide a complete Application Package which includes:

• Application for Associated Professional Health Occupation, VA Form 10-2850c
• Most recent non-award SF 50, must show position and tenure
• Resume
• SF-50/ Notification of Personnel Action

VA FORM 10-2850c- This form is REQUIRED with your application. Please note you will be disqualified if this form is not submitted with your application package.

VA Form 10-2850c Application for Associated Health Occupations can be found at: http://www.va.gov/vaforms/search_action.asp?FormNo=2850&tkey=&Action=Search .

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (VA)
• OF-306
• Application for Associated Professional Health Occupation, VA Form 10-2850c
• Most recent non-award SF 50, must show position and tenure
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/vetpref/index.aspx .

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.