Medical Support Assistant (Advanced) Geriatrics and Extended Care

Medical Support Assistant

The Medical Support Assistant performs duties related to the receipt, intake, and indexing of health and administrative information. The Medical Support Assistant is responsible for assuring that various aspects of Patient Aligned Care Team (PACT) Model, training, compliance, reporting, quality assurance, and fiscal initiatives are met. These activities directly affect the revenue cycle, HBPC performance goals and objectives, as well as VHA public image. The Medical Support Assistant plays an integral role in identifying and developing ways to resolve problems with the administrative and clinical staff on customer service, patient flow, revenue and data validation issues. The incumbents work also impacts processes, action plans, monitoring and reporting. A lack of coordination provided by this employee could negatively impact upon clinical and/or administrative functions. The Medical Support Assistant will interface with personal computer (PC) applications as well as numerous Vista applications. Clerical Support

1. Accurately completes full admit/discharge process of all patients within 2 workday of receiving notification. If unable to complete a step of the process, this is communicated by email to supervisor.
2. Updates Absent Sick in Hospital (SIH) log within 2 work days notification is received. If not this employee's primary assignment, any ASIH information will be forwarded to the employee assigned &/or if the assigned employee is out, this employee will update the ASIH list in his/her absence.
3. Assist with or schedule/discontinue appointments within 5 workdays of request.
4. Maintains demographic information on all active patients in VISTA/ CPRS / Patient List within 2 workdays of alert.
5. Maintains accurate Active Patient List spreadsheets.
6. Updates assessment dates and team member assignments on Patient List within 2 workdays of notification.
7. Communicates team office supplies needs monthly or as needed to admin.
8. Maintains patient handbooks with proper supporting materials needed for home visits. Ensures handbooks are kept in stock & ready for staff visits without staff asking for restock.
9. Provides support to other HBPC teams when their peers are on leave and provides coverage.
10. Back up assistance with audits as requested to assure: Monthly reports to are completed timely & accurate and submitted within 5 calendar days of each month, such as Motor pool logs and admission reports.

Communication, Accountability and Training

• Answers all incoming phone calls and messages, assesses their urgency, and uses independent judgement in taking appropriate action.
• For non-urgent calls/messages alert the appropriate staff member with a telephone note written the same day of the call.
• Return all urgent calls/messages immediately or speak in person to the appropriate team member to address the call/situation.
• Return all non-urgent calls/messages as soon as possible, but no later than next day.
• Assure all phone calls are conducted with a pleasant tone, tact, proper greeting, and professional representation of HBPC.
• Provides timely assistance to staff with Release of Information within 3 workdays of the request & notifies the requester of any delay so that patient care is not impacted.
• Mails 14-day notification letters within 1 workday of notification and document the date mailed out on the consult.
• Mails 30, 90, 180, 270, 330 and 390-day bereavement letters to family of all HBPC discharges by death.
• Provides accurate, complete, & timely communication (orally & in writing/electronic correspondence) with supervisor & peers.
• Remains accountable for person/place/time (i.e.- email, Microsoft Teams, office phone, physically present).
• Completes all mandatory training by or before specified due date. To include, but no limited to: Privacy and Information Security, & HIPPA.
• Attends all staff meetings. Back up for meeting minutes as needed: Completes & turns in meeting minutes to supervisor within 7 workdays.

Flexibility and Working Relationships

• Willing to learn new procedures & technology; accepts and embraces change.
• Open to ideas different from one's own.
• Looks for better alternatives to the way we have always done things.
• Handles multiple projects/duties simultaneously, prioritizes appropriately meeting specified deadlines.
• Develops, promotes & maintains effective professional relationships with peers, superiors, and ancillary staff promoting a harmonious work environment.
• Supports in office and virtual special projects, as required by the service.

Work Schedule: Monday - Friday, 8:00am - 4:30pm. Tour of duty may vary based on the needs of the service. Telework: Not Suitable Virtual: This is not a virtual position. Functional Statement #: 06584F Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required