Total 7 Junior Executive level Customer Service job vacancies in Sheppard AFB, Texas

• You will be responsible for accomplishing a broad range of administrative, program support, logistical, and technical services in support of the Chief of Naval Air Training mission and to enhance the operation of the department.
• You will perform clerical duties to include receiving visitors and phone calls, providing informational updates to staff members, preparing and maintaining correspondence pertaining to travel, training, supply requests, and other actions.
• You will receive and screen visitors and incoming telephone calls, and answers questions of both specific and general nature requiring a substantive knowledge of the organization and its functions.
• You will review incoming correspondence prepared for supervisor's signature and checks for timeliness, content of material, grammatical errors and correct format.
• You will review correspondence prepared by subordinate offices and advise originator if correspondence is not in conformance to established procedures.
• You will provide orientation to newly hired department personnel on administrative policies and procedures related to the Information Systems Department and the mission of the Chief of Naval Air Training command.
• You will utilize and operate a variety of Microsoft Office programs such as Word, Excel, PowerPoint in order to prepare, review, and finalize command correspondence in Microsoft SharePoint.
• You will use existing application software to create, enter, revise, sort, calculate, or retrieve data for reports, and uses graphics software to provide graphs and charts for reports and presentations.
• You will prepare Routing Control Sheets and assign due date and record information in tracking systems, following up on overdue correspondence.
• You will type correspondence, reports, and other material in final form from rough draft, notes or oral instructions, ensuring proper arrangement, spacing, format, grammar and spelling.
• You will work from rough sketches and use prescribed methods and procedures, independently drafting forms of logical sequences and adequate spacing utilizing various computer graphic programs.
• You will serve as the Information Systems Department primary reviewer for the Defense Travel System, maintaining current knowledge of regulations, methods, and procedures related to reimbursement of expenses for official travel.
• You will provide information and assistance to Approving Officials and other customers on the computation of travel expense entitlements, settlement voucher allowances, status of advance payments, and voucher settlements.
• You will resolve questions on settlement voucher allowances by researching the voucher, verifying entitlements by reference to a variety of regulations, guides, and explains the basis for payment to travelers.
• You will serve as a Point of Contact for problems and questions on topics ranging from use of the Defense Travel System, entitlements, travel policy issues, transaction problems, and payment problems.
• You will perform building coordinator duties, ensuring facility work order request are processed with the command to ensure the facility is efficiently maintained, operated, and controlled, consistent with current directives and regulations.
• You will coordinate and ensure building occupants comply with force protection and security requirements, serving as the Lock and Key Custodian, Parking Pass Coordinator, Departmental Fire Marshall, and Departmental Safety Manager.
• You will serve as the departmental mail clerk for all official mail and is responsible for sorting and distributing all incoming official mail by general subject matter to delivery points within the Information Systems Department.
• You will screen outgoing materials to ensure that they are in proper format and assembled and addressed and return mail to, contacts originator, or appropriate receiving office to resolve errors or discrepancies.
• You will identify requirements for new or additional office equipment, services, and supplies, preparing necessary documentation to purchase supplies or equipment as appropriate.

Total-Rewards-of-an-Allied-Health-VA-Career-Brochure.pdf
Medical Support Assistant: vacareers.va.gov/wp-content/uploads/sites/5/Total-Rewards-of-a-MSA-VA-Career-Flyer.pdf

The AMSA works collaboratively in an interdisciplinary coordinated care delivery model (i.e., PACT, Specialty Clinics, Compensation & Pension (C&P), Community Care) and performs clerical duties, customer service and other duties as assigned for the proper and timely treatment of patients. Clerical duties: maintains appointment schedules for Community Care, communicates with Community Care providers to ensure they accept VA patients and payments, prepares any required pre-appointment documents, schedules the appropriate level of care and documents the schedule in the appropriate consult. Obtains medical documentation from community providers, scans to appropriate consult within the Computerized Patient Record System (CPRS) and alerts VA providers for continuity of care. Coordinates internal and external care between customers and providers. Processes consults following Office of Community Care procedures and guidelines and enters appropriate authorizations, if required, utilizing the correct Fund Control Point (FCP)/Obligation number and correct cost estimations. Supports patient safety standards using the correct Veterans Affairs identification of all patients through the use of two forms of identification, name and Social Security Number. The patient may also present the Veterans Healthcare Identification Card (VHIC) for identification. He/she must use each interaction with the patient to validate and update patient demographic information, either in person during check-in or over the phone, to decrease the incidence of returned mail due to incorrect addresses and inability to contact patient by phone due to incorrect number. Explains the VA's mandate to collect insurance information to Veterans, their families, and other eligible patients. He/she collects, scans, and updates health insurance information, serving a major role in the revenue process. The incumbent contributes to the revenue collection process by identifying patients with third-party insurance. Promotes Veteran registration for and utilization of My HealtheVet (MHV).

Work Schedule: Monday - Friday 8:00 a.m. - 4:30 pm
Pay: Competitive salary and regular salary increases When setting pay, a higher step rate of the appropriate grade may be determined after consideration of existing pay, higher or unique qualifications, or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: Medical Support Assistant (Advanced)
Relocation/Recruitment Incentives: Not Authorized
Financial Disclosure Report: Not required

Total-Rewards-of-an-Allied-Health-VA-Career-Brochure.pdf
Medical Support Assistant: vacareers.va.gov/wp-content/uploads/sites/5/Total-Rewards-of-a-MSA-VA-Career-Flyer.pdf

The Medical Support Assistant (Advanced) works collaboratively in an interdisciplinary coordinated care delivery model and performs receptionist duties, customer service and other duties assigned for the proper and timely treatment of patients and maintains appointment schedules for one or more outpatient clinics.

The Medical Support Assistant (Advanced) is responsible for:

• assisting with clinic access contingency plans by adjusting appointment times, location, or dates as well as shifting patients to other healthcare providers as conflict with staffing and/or coverage occurs;
• screening/receiving phone calls in a courteous and timely manner, determining the nature of requests and providing the information desired using privacy rules and established clinic processes;
• independently managing position responsibilities with little supervision as well as setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs;
• participating in the daily teamlet huddles and weekly team meetings where patient care planning and management occur;
• daily review of active/pending consults, RTC, VAOS, Opened Encounters, run 30, 60, 90 day report, and Audio care communications for accuracy and disposition;
• coordinating administrative services for veterans, family members, caregivers, and public with administrative and clinical staff to ensure continuity of care;
• ensuring all necessary information is integrated into Computerized Patient Record System (CPRS) by sending records received to scanning;
• developing and maintaining effective working relationships with clinical and administrative staff in determining priorities of activities in support of direct patient care;
• interpreting and applying a complex body of pertinent laws, regulations, directives, and policies relating to the administration of VA Healthcare Benefits. Will review frequent changes to VHA directives, regulations and local policies to maintain constant coordination ensuring compliance and standardization associated with Advanced Clinic Access principles. Required to conduct special audits, studies, or surveys to use in development of procedures, and to assist employees in collecting complete and appropriate data for reporting processes and for generating revenue;
• distributing and balancing the workload among employees in accordance with established workflow or job specialization, assuring timely completion. Generates patient workload reports for validation and monitors activity in clinical areas to assure consistent and accurate reporting;
• assuming the role of Program Support Assistant (Care Facilitator) or Medical Support Assistant (MSA) during special projects or heavy workload, for leave, vacancies, or when the Program Support Assistants (Care Facilitators) are detailed to fill-in other areas;
• completing personnel reports, rosters, and maintaining supplies and forms. Organizes and implements quality assurance monitors; prepares a wide variety of administrative reports and documents for supervisor and Health Administration Service;
• conducting patient/employee surveys, interviews, observing workflow;
• guiding patients through hospital system;
• inputting medication refills for provider approval, documenting complaints, and providing follow-up and suggests resolutions to supervisor;
• interpreting and communicating requirements of VHA Scheduling Directives. Schedules appointments and uses the EWL and VCL accurately in a timely manner. This may require a high level of coordination to minimize patient trips to the medical center or clinic when possible;
• additional duties or tasks as assigned by supervisor to ensure efficient daily operations

• Perform the full range of receptionist, recordkeeping and clerical duties within the ambulatory setting. Enter, manipulate and/or retrieve information and data from automated systems utilized by MTF.
• Type routine correspondence using various automation systems. Complete request forms for individual patient orders, blood work and other requests.
• Maintain and enter patient appointment schedules for the clinic/practice. Schedules appropriate patient appointments.
• Receive patients and visitors as the initial point of contact, in person or telephonically. Ensures eligibility for care, and contacts Patient Administration for verification. Verify Patient Insurance/OHI.
• Responsible for the clerical duties inherent to the in processing (reception), care and out processing (transition) of outpatients, families/caregivers and guests. Effectively communicates with patient and their care team.
• Reconcile end-of-shift/end-of-day processing and reports.
• Respond to emergency calls and follow communication procedures to include operating emergency phone lines, public announcement systems, and emergency alarms. Clearly communicates with associated parties during emergency related operations.

• Perform medical records, administrative and clerical duties in support of the medical facility.
• Receive and direct telephone calls, messages, and patients/visitors.
• Arrange and schedule medical appointments and determines patient eligibility for services.
• Use multiple office automation software with varied functions to produce a wide range of documents, formats, etc.
• Update and file patient medical records.

• Provide administrative and secretarial support to the division chief and program specialists.
• Serve as an authoritative source on all clerical and administrative functions.
• Perform office management and administrative service support functions such as correspondence preparation; suspense control, records maintenance; mail receipt and distribution; service requests; and meeting coordination and support.
• Coordinate with co-workers, managers, customers and other federal, state or local agencies to exchange information; identify problems, needs or issues and provide recommended solutions.
• Interpret and adapt guidelines for application to specific cases or problem
• Serve as Government Purchase Cardholder (GPC) for purchase of office supplies and equipment.

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo


Total-Rewards-of-an-Allied-Health-VA-Career-Brochure.pdf

Medical Support Assistant: vacareers.va.gov/wp-content/uploads/sites/5/Total-Rewards-of-a-MSA-VA-Career-Flyer.pdf

- Incumbent will be the first line of contact for scheduling specialty care for Veterans in NIC programs. S/he must be knowledgeable on a wide variety of subjects regarding the VA. Incumbent must, at all times, remain friendly and courteous, regardless of the patient's or visitor's attitude or behavior. - Responsible for receiving, and routing all Veteran requests for specialty care. These request may be for scheduled and unscheduled examinations and appointments. Using the consult package to change status of consults to reflect current stage of consult, such as received, scheduled, etc. Follows local policy of scheduling requirements - Responsible for ensuring non-VA records are forwarded to the appropriate provider for review and forward to the appropriate agency prior to inclusion into the patient's medical record. Incumbent ensures all required documentation and assessments are completed and in the referral packet provided to the NIC provider. - Scans and indexes materials accordingly into CPRS VistA Imaging, on a timely basis and within established guidelines, and makes the proper disposition of documents. After the scanning and indexing process is complete, the incumbent will review the quality of scanned documents to ensure integrity of scanned images. Responsible for confirming the demographic information. This must be done promptly to ensure seamless coordination of care. If the information is not correct, incumbent is responsible for updating all pertinent information. - Complies with the mandatory training requirements for the outpatient scheduling process and schedules appointments using established business rules to reduce no shows. This is a critical step to meet "Missed Opportunities" and other medical center performance measures such as "access to care". Continually works with the providers and nursing staff to change appointments when clinically indicated, carefully following medical center, and VHA directives regarding this process. Incumbent is responsible for verifying and completing all orders that he/she transcribes. Ensures that transportation is arranged for Veteran appointments. - Receives telephone calls regarding such things as the availability of, and procedures for obtaining medical assistance, directions and information for contacting various departments, services and requests for changes in scheduled appointments. Questions caller/visitor to obtain sufficient information necessary to determine primary need or areas of interest and provides assistance or makes referrals to other responsible VA personnel when matter is outside employee's scope of assignment. Incumbent will also be responsible for calling patients and/or the NIC Program community agency to remind them of clinic appointments to help minimize the no-show rate. - Assists supervisor with clinic unique training to new employees, provides ongoing process improvements, and shares new information/procedures with other staff and supervisor.


Work Schedule: 7:30 AM - 4:00 PM
Pay: Competitive salary and regular salary increases .
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.
Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Telework available with management approval.
Virtual: This is not a virtual position.
Functional Statement #: 00000