Medical Admin Specialist

The Medical Administrative Specialist is a facility-wide position, located in the Office of the Chief, Health Administration Service (HAS), or Business Office (BO), or Medical Administration Service (MAS), or similarly named and organized service; with established guidelines, the position has both the authority and responsibility to represent both the Medical Center Director and the Chief, HAS on all administrative matters occurring when assigned to other than a normal tour of duty.

DUTIES: Program Administration Management 75% Delegated full authority of the Chief, HAS for non-clinical administrative activities occurring during irregular tours. Interprets VA rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental, domiciliary, Community Care (outside VA), and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel. Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Coordinates the resolution of medical legal problems concerning the medical center. Ensures that appropriate legal, regulatory, and policy requirements are met. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOAs), homicides, code blue, cost recovery matters, and facility or community disasters, etc. Determines the appropriateness of notifying the medical examiner of unusual deaths. When unusual circumstances occur determines actions to cancel clinics and appointments. Seeks clinical input and initiates process to contact affected parties and reschedule where appropriate. Provides administrative authority, guidance, and decision making to Medical Officer of the Day (MOD), Nursing Officer of the Day (NOD), and other similarly named Nurse and Medical positions in charge after hours, and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours. Provides orientation and situational technical advice to physicians regarding VA policies and procedures. Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Performs for administrative matters as the MOD does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours. Promotes harmonious working relationship among patients, public, and staff. Directly intervenes with problems regarding patient activity, directing and advising clinical staff of appropriate administrative action. Observes, evaluates, and coordinates administrative activities with IRMS, Engineering, Ol&T, Laboratory, Medicine, Radiology, Nursing, Hospice, and Environmental Management services and personnel among others. This includes administrative rounding to designated areas during second and third shift. With established guidelines, have the delegated authority to act on behalf of the Director to initiate any needed immediate administrative action; this includes actions dealing with any disaster situation, in accordance with the medical center-wide disaster plan. May assumes role of Incident Commander at time of incident and implements the facility plan until the designated personnel arrives. Initiate call back roster, deployment of resources etc., until closure of the incident or a designated Executive report to the facility for duty. May assumes control of communications and notifications in event of local and civil disasters, in accordance with local facility disaster plan. HOD representative participates in Health Care System (HCS) incident command planning committees and emergency management training drills. Assists in responding to emergencies, determines priorities and nature of action to be taken; authorizes services, supplies, and personnel; notifies authorities as situation dictates. Implements search plan for missing patients; informs next-of-kin of search status, as appropriate. Observes for safety, potential problems, and takes corrective action. Assists with computer issues during non-business hours. Coordinates non-routine contacts received at the medical center after regular operating hours. Receives and responds to non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, Congressional offices, military personnel, private physicians, media, and the general public. Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate nonservice-connected applicants; counseling nonservice-connected veterans to determine ability to defray costs of medical care elsewhere. Determines extent of release of medical or social data from patients' records. Safeguards and ensures rights of patient. Ma functions as Patient Representative during tour of duty. May collect belongings, funds, or other personal effects of patients for safekeeping in accordance with facility procedure.

Maintains good public and media relations as instructed and trained by the Public Affairs Officer until the designated employee arrives. Establishes and maintains liaison with Public Affairs Officer, whenever applicable. May release appropriate information to news media and public as approved by the Public Affairs Officer in accordance with VA regulations, VA medical center policy, and Privacy Act and Freedom of Information Act requirements. Monitors official VA HCS social media profiles during other than normal business hours and alerts appropriate Medical Center personnel to any findings that may appear suspicious or needs further attention. Acts as an advisory resource to all personnel assigned to other than normal tours of duty, such as medical clerks, telephone operators, file room personnel, admitting and clinic clerks and Contact Representatives. During off tour hours has the authority to administratively approve and coordinate tests and procedures which cannot be done at the VA medical center. Can locate available resources and authorize VA payment of services at community hospitals or resolves in accordance with established sharing arrangements. Has the authority to coordinate patient referrals and transfers to and from the medical center from VA and non-VA medical facilities, including the necessary transportation arrangements. Prepares daily Gains and Losses Sheet and other related statistical reports. Incumbent has access to VistA and is aware of the confidential nature of the information contained therein. Incumbent is aware of his/her responsibility to maintain and safeguard against the unauthorized release of this confidential information. Maintains current bed inventory utilizing BMS (Bed Management System) software and ensures the accuracy of the program for national reporting purposes; obtains bed availability for treatment needs. Provides daily report/log of all activities occurring during tour of duty. Briefs on-coming shift of pending events or the current status of any administrative issues. Ensures that check-in processes are properly recorded in the EDIS Software for the Emergency Department, and that dispositions occur timely.