Medical Administrative Assistant
This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Medical Administrative Assistant (MAA) vacancy at the James H. Quillen Veteran Affairs Medical Center (VAMC), with Business Office Service located in Johnson City, TN. The Administrative Officer of the Day (AOD) is a management position, located in the Office of the Chief, Business Office, James H. Quillen Veteran Affairs Medical Center (JHQVAMC), whose responsibility is to represent both the Medical Center Director and the Chief, Business Office on all administrative matters occurring when assigned to other than a normal tour of duty. The AOD is delegated full authority and responsibility to exercise the Medical Center Director's prerogative in medical administrative matters occurring during the tour of duty; represents and acts on behalf of the Medical Center Director in (non-policy making) administrative matters; represents management in matters pertaining to the lawful retention if Veterans in the Veterans Affairs Medical Center (VAMC); maintains continuity of functions and provides full medical administrative support during other than normal tours of duty to clinical and administrative medical center staff; is responsible for achieving management objectives and supporting the decisions of management in carrying out duties; and provides technical guidance necessary to meet procedural, legal and administrative requirements relating to the care and treatment of patients to achieve optimum use of available resources. Major duties include but are not limited to:
Provides orientation and situational technical advice to physicians regarding VA policies and procedures. Assists medical center staff with medically related legal problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Performs as authorized certifying officer for documents pertaining to administration of laws concerning VA. Responds to emergencies:
determine priorities and nature of action to be taken; authorize services, supplies, and personally notifies authorities as situation requires. Directly intervenes when problems regarding patient activity occur, advising clinical staff of appropriate administrative action. Watches for safety, and other potential problems, and take corrective action. Manages administrative matters as the Medical Officer of The Day does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours. Exercises authority to act on behalf of the director to initiate actions dealing with disaster situations, in accordance with hospital-wide disaster plan. Interprets VA rules and regulations to determine legal entitlement to benefits relating to:
hospital admission; nursing home, dental, domiciliary, fee basis, and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel. Receives and respond to non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, private hospital representatives, and veterans service organization representative. Functions as the Patient Representative/ombudsman during tour of duty, when the Patient Representative or AOD is absent. Safeguards and ensures rights of Patient. Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate service and non-service connected (NSC) applicants. Prepares daily Gains and Losses Report and other relates statistical and informational reports. Maintains current bed inventory; obtains bed availability for treatment needs. Provides daily report/log of all activities occurring during tour of duty. Coordinates resolution of medical/legal problems concerning the medical center. Coordinates non-routine contact received at the medical center after regular operating hours. Administratively approves and coordinates tests and procedures which cannot be done at the medical center. Other duties as assigned. Work Schedule:
Rotating Shift 8 hour and 12 shifts to include Nights, Holidays and Weekends Compressed:
Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Medical Administrative Assistant/PD60408-0 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/30/2020. 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-07 position you must have served 52 weeks at the GS-06. 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. 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-06, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
(1.) Knowledge of management's objectives, goals, decisions and policies. Knowledge of general principles of management and the practices, techniques and objectives of supervision. General knowledge of federal and departmental personnel management policies and practices. Knowledge of medical center organization, functions, specialties, and programs such as Social Work, Nursing, Laboratory, Radiology, Environmental Management, Facilities Management, etc. (2.) Knowledge of medical and technical terminology. (3.) Comprehensive working knowledge of applicable public laws, VA policy and regulations, station directives, legal decisions, and state laws dealing with care and treatment of Veterans and beneficiaries (admissions, discharges, scheduling, inpatient and outpatient policy, community care services and authorities, domiciliary care, sharing agreements, legal detention, beneficiary travel, patient funds and valuables, death details procedures and burial benefits, compensation and pension (C&P) activities, medical and dental benefit eligibilities, procedures and related matters). Ability to locate and interpret all applicable regulations. (4.) 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. (5.) Ability to deal with a variety of individuals with tact and diplomacy. Ability to interpret and explain VA policies to VAMC staff, patients, employees and others. Ability to deal with individuals who are under the influence of alcohol, drugs, or have severe psychiatric problems. Ability to present self in a professional attitude and to create a positive impression as management's representative. (6.) Ability to identify and analyze complex problems or situations with a range of variables. Ability to complete assigned projects, studies, narrative and statistical reports, and reviews in a thorough, accurate and timely manner. Ability to explain and organize complex issues in writing. (7.) Ability to interpret rules, regulations, policies and procedures to make sound decisions, using good judgment. Ability to adapt to situations quickly, precisely and accurately. Ability to cope with a wide variety of problems and to resolve them quickly and decisively. Skill in exercising initiative and originality. You will be rated on the following Competencies for this position:
Administration and ManagementAnalysis and Problem SolvingCommunicationComputer SkillsKnowledge ManagementTechnical Credibility Administration and Management - Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. Analysis and Problem Solving - Applies the process of discovery that involves the diagnosis of a problem or issue, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solution or course of action. Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work. Knowledge Management - Knowledge of the value of collected information and the methods of sharing that information throughout an organization. Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise. 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:
Although operating from a desk in the admissions area, the MAA is continually required to move about the area in order to make contacts and consult with staff. the MAA must walk throughout the main hospital building, seeking information or addressing administrative matters. Similarly, the MAA must walk to other buildings in the medical center to investigate unusual events. Stairs must be climbed where or when no elevator is nearby or operating and occasionally equipment or other articles have to be lifted, carried or pushed. 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.
Provides orientation and situational technical advice to physicians regarding VA policies and procedures. Assists medical center staff with medically related legal problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Performs as authorized certifying officer for documents pertaining to administration of laws concerning VA. Responds to emergencies:
determine priorities and nature of action to be taken; authorize services, supplies, and personally notifies authorities as situation requires. Directly intervenes when problems regarding patient activity occur, advising clinical staff of appropriate administrative action. Watches for safety, and other potential problems, and take corrective action. Manages administrative matters as the Medical Officer of The Day does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours. Exercises authority to act on behalf of the director to initiate actions dealing with disaster situations, in accordance with hospital-wide disaster plan. Interprets VA rules and regulations to determine legal entitlement to benefits relating to:
hospital admission; nursing home, dental, domiciliary, fee basis, and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel. Receives and respond to non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, private hospital representatives, and veterans service organization representative. Functions as the Patient Representative/ombudsman during tour of duty, when the Patient Representative or AOD is absent. Safeguards and ensures rights of Patient. Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate service and non-service connected (NSC) applicants. Prepares daily Gains and Losses Report and other relates statistical and informational reports. Maintains current bed inventory; obtains bed availability for treatment needs. Provides daily report/log of all activities occurring during tour of duty. Coordinates resolution of medical/legal problems concerning the medical center. Coordinates non-routine contact received at the medical center after regular operating hours. Administratively approves and coordinates tests and procedures which cannot be done at the medical center. Other duties as assigned. Work Schedule:
Rotating Shift 8 hour and 12 shifts to include Nights, Holidays and Weekends Compressed:
Available Telework:
Not Available Virtual:
This is not a virtual position. Position Description/PD#:
Medical Administrative Assistant/PD60408-0 Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/30/2020. 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-07 position you must have served 52 weeks at the GS-06. 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. 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-06, in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
(1.) Knowledge of management's objectives, goals, decisions and policies. Knowledge of general principles of management and the practices, techniques and objectives of supervision. General knowledge of federal and departmental personnel management policies and practices. Knowledge of medical center organization, functions, specialties, and programs such as Social Work, Nursing, Laboratory, Radiology, Environmental Management, Facilities Management, etc. (2.) Knowledge of medical and technical terminology. (3.) Comprehensive working knowledge of applicable public laws, VA policy and regulations, station directives, legal decisions, and state laws dealing with care and treatment of Veterans and beneficiaries (admissions, discharges, scheduling, inpatient and outpatient policy, community care services and authorities, domiciliary care, sharing agreements, legal detention, beneficiary travel, patient funds and valuables, death details procedures and burial benefits, compensation and pension (C&P) activities, medical and dental benefit eligibilities, procedures and related matters). Ability to locate and interpret all applicable regulations. (4.) 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. (5.) Ability to deal with a variety of individuals with tact and diplomacy. Ability to interpret and explain VA policies to VAMC staff, patients, employees and others. Ability to deal with individuals who are under the influence of alcohol, drugs, or have severe psychiatric problems. Ability to present self in a professional attitude and to create a positive impression as management's representative. (6.) Ability to identify and analyze complex problems or situations with a range of variables. Ability to complete assigned projects, studies, narrative and statistical reports, and reviews in a thorough, accurate and timely manner. Ability to explain and organize complex issues in writing. (7.) Ability to interpret rules, regulations, policies and procedures to make sound decisions, using good judgment. Ability to adapt to situations quickly, precisely and accurately. Ability to cope with a wide variety of problems and to resolve them quickly and decisively. Skill in exercising initiative and originality. You will be rated on the following Competencies for this position:
Administration and ManagementAnalysis and Problem SolvingCommunicationComputer SkillsKnowledge ManagementTechnical Credibility Administration and Management - Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. Analysis and Problem Solving - Applies the process of discovery that involves the diagnosis of a problem or issue, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solution or course of action. Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Computer Skills - Uses computers, software applications, databases, and automated systems to accomplish work. Knowledge Management - Knowledge of the value of collected information and the methods of sharing that information throughout an organization. Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise. 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:
Although operating from a desk in the admissions area, the MAA is continually required to move about the area in order to make contacts and consult with staff. the MAA must walk throughout the main hospital building, seeking information or addressing administrative matters. Similarly, the MAA must walk to other buildings in the medical center to investigate unusual events. Stairs must be climbed where or when no elevator is nearby or operating and occasionally equipment or other articles have to be lifted, carried or pushed. 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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