Duties
Major Duties:
- Must have knowledge of VA policies, regulations, guidelines, and process as they relate to the scheduling of patient appointments, consults, NEAR, Electronic Wait Lists, and pre-appointment clinical requirements (i.e., labs, EKGs, x-rays) to ensure readiness for the patient visit.
- Monitors ICB usage ensuring insurance is collected and captured appropriately at enrollment.
- Must keep abreast of rapidly changing regulations, directives, software patches, programs, and processes involved in the delivery of the healthcare benefits package.
- Assist with the clean-up of the EARR (Encounter Action Required Report) and delinquent recall report; support clinics regarding utilization and clinic profile management i.e., set-up of clinic grids, cancel and restore clinics.
- Screens/receive phone calls in a courteous and timely manner, determine the nature of request and provide the information desired using privacy rules and established clinic processes.
- Promotes Veteran registration for and utilization of My Healthy Vet (MHV).
- Enters Veterans seeking emergent/urgent care, scheduling appointments accurately.
- Utilizes call lists and telephones Veterans to pre-register them before their scheduled visits. Incumbent updates all patient demographics.
- Communicates and interacts with patients in a manner which is appropriate to cognitive, emotional, and chronological maturation needs of the adult and/or geriatric patient.
- The incumbent oversees the status of work for all lower grade MSA positions working in the various clinical services making day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly. Able to resolve workplace issues, simple informational complaints of employees, referring other to supervisor for resolution. Incumbent will conduct ongoing audits to ensure quality of work for accurate and timely scheduling of appointments. Recognizes and refers substandard performance or substandard behavior to supervisor as needed. Provides information and/or makes recommendations to supervisor on MSA performance, behavior. Identifies education and training needs of staff and evaluating scheduling practices. Makes recommendation for reassignments, recognition for outstanding performance and other personnel needs. Orienting and providing on the job training for new and current employees.
- As a front-line contact with patients and staff, in the scheduling role, the incumbent sets the tone for perception concerning quality of healthcare services at the VA and will show a high degree of tact and diplomacy when dealing with Veterans who have multiple health problems and who may be frustrated with the administrative process associated with diagnosis and treatment. The incumbent supports patient safety standards using appropriate standards of identification. validation i.e., two forms of identification, name, and full Social Security Number. The incumbent must ensure preregistration is completed and collects, scans, and updates health insurance information serving a major role in the revenue process. Will also possess superb telephone etiquette utilizing the standardized telephone greeting while ensuring other frontline staff is as well.
- This incumbent must have the ability to learn the technical competency in the use of BMS, VistA, VSE, CPRS, ICB Scanners, Vet-link, Kiosks, HIN, VAR and MHV. Must provide excellent customer service and have an advanced understanding of medical terminology, medical administrative practices, patient consult processes, patient scheduling procedures, medical record system, Privacy Act, HIPP A rules and the Freedom Act as they relate to the handling of confidential and sensitive patient information.
- Incumbent must be a proficient computer operator who is able to learn, understand, and monitor department specific software programs. Must also be knowledgeable in Microsoft Office programs such as Word, Excel, PowerPoint, and Outlook; proficient in gathering, analyzing, and reporting data as it relates to inpatient units and outpatient clinic operations.
Work Schedule: Monday - Friday, 7:30am - 4:00pm. Tour of Duty varies based on the needs of the service.
Telework: Not Suitable
Virtual: This is not a virtual position.
Functional Statement #: 01764F
Locations:
Aurora VA Clinic 161 South Lincolnway, Suite 120. North Aurora, IL 60542-1659
Hoffman Estates VA Clinic 4885 Hoffman Boulevard. Hoffman Estates, IL 60192-3726
Joliet VA Clinic 1201 Eagle Street. Joliet, IL 60432-2031
Kankakee County VA Clinic 581 William Latham Drive, Suite 301. Bourbonnais, IL 60914-2450
LaSalle VA Clinic 4461 North Progress Village. Peru, IL 61354-1109
Oak Lawn VA Clinic 10201 South Cicero Avenue. Oak Lawn, IL 60453-4023
Edward Hines Jr. VA Hospital 5000 South 5th Ave. Hines, IL. 60141
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.
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.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
Resume Reminder.
Your resume must include the following information for each job listed: Job Title Duties (be as detailed as possible), Month & Year Start/End Dates (e.g. June 2007 to April 2008), Full-time or Part-time Status (include hours worked per week), Series and Grade, if applicable, for all Federal positions you have held. If your resume does not contain this information, your application may be marked as incomplete and you may not receive consideration for this position.
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
Please review the above list(s) to ensure you have included all necessary documents required for your application. Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).
For additional information see: What to include in your resume.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this
checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc.
This position is a hybrid title 38 occupation reported among the occupations with the largest staffing shortages and, therefore, under 38 U.S.C. § 7412 waives the requirement to apply Veterans' preference to applicants for Fiscal Year 2025.
- Cover Letter
- Other (1)
- Resume
- Transcript
Resume Reminder.
Your resume must include the following information for each job listed: Job Title Duties (be as detailed as possible), Month & Year Start/End Dates (e.g. June 2007 to April 2008), Full-time or Part-time Status (include hours worked per week), Series and Grade, if applicable, for all Federal positions you have held. If your resume does not contain this information, your application may be marked as incomplete and you may not receive consideration for this position.
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
Please review the above list(s) to ensure you have included all necessary documents required for your application. Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).
You will not be contacted for additional information.
Applicants will be deemed ineligible if supporting documentation is not submitted.
For additional information see:
What to include in your resume.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 11/01/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12582602.
- To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account,
https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Resume Reminder.
Your resume must include the following information for each job listed: Job Title Duties (be as detailed as possible), Month & Year Start/End Dates (e.g. June 2007 to April 2008), Full-time or Part-time Status (include hours worked per week), Series and Grade, if applicable, for all Federal positions you have held. If your resume does not contain this information, your application may be marked as incomplete and you may not receive consideration for this position.
If your resume includes a photograph or other inappropriate material or content, it will not be used to make eligibility and qualification determinations and you may not be considered for this vacancy.
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail. Recommended: Even though we do not require a specific resume format, your resume must be clear so that we are able to fully evaluate your qualifications. To ensure you receive appropriate consideration, please list the duties you performed under each individual job title. If we are unable to match your experiences with the positions held, you may lose consideration for this vacancy. We cannot make assumptions regarding your qualifications.
Please review the above list(s) to ensure you have included all necessary documents required for your application. Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).
You will not be contacted for additional information.
Applicants will be deemed ineligible if supporting documentation is not submitted.
For additional information see:
What to include in your resume.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.