Medical Administrative Assistant, Chesapeake

Job Title

Medical Administrative Assistant Duties

This position serves as a point of contact regarding clinic profiles and consult management for the assigned area. Duties include, but may not be limited to the following: Applies policies, practices, and procedures involving the creation, maintenance, and efficiency of clinic profiles. Applies mental health clinic practices and guidelines to identify and resolve issues or problems that are of a procedural or factual nature for respective clinics.Works closely with GPM to establish and manage clinic profiles. Completes required tasks for clinic profiles including the submission of clinic builds, audits of clinic utilization and modifications, bi-annual grid validation projects, and monitoring clinic grids for accuracy and fidelity. Functions as the administrative process and policy expert, advising medical and administrative staff relative to creating new clinic profiles or making changes to established profiles.Coordinates with the coding department staff to determine if clinic services are billable; verifies with Health Information Management Section (HIMS) that the appropriate provider metrics are entered on the electronic encounter form setup and follows up on incomplete encounters entered by service providers.Works with GPM and MCA staff and with clinical services to ensure the clinic stop code information corresponds with the DSS stop code identifiers on the clinic profiles. Serves as a point of contact regarding consult management for the assigned area. Independently manages consult packages by ensuring consult submissions processed timely and efficiently.Responsible for programming detailed encounter forms and action profile settings, resolving the electronic no-show policy, setting appointment length and overbook capacity, and assigning specific user class rights to providers based on verified credentials. Consult Management

Serves as a point of contact regarding consult management for the assigned area. Independently manages consult packages by ensuring consult submissions processed timely and efficiently. Maintains consult tracking data via the Veterans Health Information Systems and Technology Architecture (VISTA) consult tracking package.Completes assignments that improve the reliability and accuracy of information in the consult tracking database such as retrieving information and matching against computerized data. Troubleshoots patient and administrative issues related to the interfacility consult process. Identifies, tracks, eliminates, and generally prevents the entry or continuance of erroneous information.Data Management and Reporting

Responsible for gathering or generating data to prepare a variety of detailed reports for management. Utilizes a variety of VA software programs including but not limited to VISTA, CPRS, PowerBI, and VSSC. Gathers clinic utilization data from a variety of VA software programs to help justify the need to create or modify provider metrics.Regularly compiles workload data including staff productivity, patient encounters, and costs. Reviews data to identify errors and monitor trends. Reports are reviewed by management to help determine a variety of resources including budgeting and staffing, supply, and resource needs for each respective clinic, and regulate effective workload distribution.Program Administration/Management

Trains and provides guidance to providers and clinical staff in the management of computerized patient encounter process. Provides training related to the scheduling package and the use of next available appointment to staff when needed. Prepares and distributes a variety of correspondence related to consult and clinic profile management operations to staff on behalf of management, VA, and VISN.Develops and implements Computerized Patient Record System (CPRS) templates for the enhancements of specialty care progress notes and/or consults with Office of Information and Technology (OI&T) and the Medical Records Committee as well as clinical staff. Reinforces the use of VISTA packages for scheduling, registration of patients, workload monitoring, retrieval of clinical information and other specialized information found in VISTA. Interprets, selects, and reinforces established policies, processes, and procedures regarding clinical operations.Performs other duties as assigned. Work Schedule:

Monday - Friday 08:00am-4:30pm Telework:

Ad Hoc Virtual:

This is not a virtual position. Position Description/PD#:

Medical Administrative Assistant / PD03024A Relocation/Recruitment Incentives:

Not Authorized Critical Skills Incentive (CSI):

Not Approved Permanent Change of Station (PCS):

Not Authorized