Margarita Rosas
Rio Rico,USA
Summary
Dedicated Supervisory Medical Support Assistant with demonstrated experience in leading and supporting teams to maintain efficient administrative operations in high-volume environments.
Overview
6
6
years of professional experience
Work History
Supervisory Medical Support Assistant, HAS GS 8-9
Southern Arizona VA Health Care System
Tucson
06.2024 - Current
- Supervisor for the Eligibility & Enrollment Department who prioritizes full range of administrative and clerical support functions as they relate to all Enrollment & Registrations for Veterans, Employees, Caregivers, and Emergency Care Services.
- Exercises supervisory authority and responsibilities related to work assignment and performance review, as well as administrative and personnel management functions concerning the staff under supervision.
- Ensures all supervised staff receive required annual trainings including continued education.
- Develops and coordinates formal orientation and training programs for new employees to ensure operational efficiency both daily and over long term.
- Ensures personnel assignments, workload distribution, and performance standards are maintained to provide quality service and effectively meet operational demands.
- Collaborates with various departments internal and external to provide support for Veterans Health Care Enrollment.
- Provides training to staff on VHA Scheduling Directives requirements and ensures accurate completion of scheduling responsibilities.
- Manage position responsibilities independently with minimal supervision, while effectively prioritizing tasks and establishing deadlines.
- Adjust workflow and sequencing as necessary to accommodate team requirements and patient needs.
- Conduct eligibility determinations for VA Benefits to include providing emergency registrations for humanitarians.
- Fugitive Felon Program Coordinator for SAVAHCS.
- Ensures that Next of Kins (NOK) are being properly updated within a timely manner to prevent delay in patient care and safety.
- Actively participates in Community Outreach Events to promote VA Healthcare Services resulting in generation revenue for SAVAHCS.
- Develop and oversee training manuals for multiple HAS departments to ensure staff access the most current and relevant training materials.
- Extracts and analyzes data to provide reports in support of performance measures to senior management.
- Extracts and generates staff performance audits and enrollment data reports.
- Extract data from HR Portal to pull HAS vacant and filled positions.
Supervisory Medical Support Assistant (Ward), HAS, GS 8-2
Southern Arizona VA Health Care System
06.2020 - 07.2021
- Supervisor for Ward Administration Unit in this 295 authorized bed Medical Center plus 96 bed Rehabilitation Center and responsible for the planning, directing, and controlling of a full range of administrative and clerical support functions as they relate to all inpatient treatment areas.
- Knowledge of computerized data entry and information processing systems, the medical facility's organization and services, basic rules and regulations governing visitors and patient treatment, and practical knowledge of the standard procedures, medical records, and medical terminology of the unit supported.
- Acts as liaison officer between Health Administration Services and other departments within the facility to coordinate patient care.
- Prepares daily reports, statistical reports, performance audits, manages fiscal matters, and monitors activity in clinical areas.
- Provides input and instruction to Lead Medical Support Assistants towards maintenance and updating of training manual and program for new and continuing education of Medical Support Assistant.
- Prepares performance standards and position descriptions, assuring they are kept current and accurate.
- Establishes written procedures and special instructions for non-routine and complex assignments for unit staff.
- Selection of staff, orients and provides staff with updated policy procedures, guidelines, and expectations.
- Conference room scheduling to conduct regular meetings with subordinates for discussion of work problems, adoption of new work methods, and in-service trainings.
- Provides annual trainings to ensure staff meet the required competencies.
- Implements assigned work duty station. Coordinates leave schedules to ensure proper coverage.
- Assess activity levels on each ward by conducting scheduled rounds to each of the assigned wards and reassigns staff as appropriate to ensure work is being accomplished efficiently and expeditiously.
- Identify long and short-range goals, develops plans and goals for team, and implements skills needed. Improves current services to ensure that services meet department and upper management business objective.
- Identifies problems and/or opportunities to improve performance through informal meetings, statistical data, occurrence screens, incident reporting, procedure case review.
- Conducts performance audits and manage fiscal matters.
Medical Administrative Specialist, HAS, GS 9-4
Southern Arizona VA Health Care System
Tucson
09.2019 - 06.2020
- Delegate full authority and responsibility to exercise the Medical Center Director's prerogative in health administration matters, representing and acting on behalf of the Director in all non-policy making administrative matters.
- Provides administrative support for Emergency Department, Ward Administration, Enrollment and Eligibility, Beneficiary Travel, Release of Information, and Clothing Room.
- Provides administrative direction and counsel to the Nurse of the Day (NOD) and the rest of the clinical staff regarding administrative issues required for the functioning of the medical center during visits that are not routine.
- Orients physicians to VA policies and practices, including involuntary admissions, and the management of disruptive or seriously disturbed patients.
- Receive and screen phone calls, determine the nature of the call and transfer accordingly.
- Receive and/or respond to non-routine patient condition inquiries/other administrative inquiries from veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, military personnel, private physicians, media, and the public.
- Administrative processing of Veteran patients in enrollment, benefits, and registration.
- Register and/or transfer electronic medical records for new patients transferring to Tucson VA Facility, registration of humanitarians, and unresponsive patients by using the Enrollment System (ES).
- Use of Veteran Information System (VIS), Veterans Benefits Management System (VBMS), SHARE, Defense Personnel Records Information Retrieval System (DPRIS) to determine Veterans enrollment and financial eligibility.
- Obtain essential information and documentation from Veterans for enrollment activities. Upload information to electronic patient record.
- Collects Veterans’ financial information by completing the 1010EZ financial assessment 'MEANS' test to determine eligibility and group category. Update MEANS test by completing a 1010EZR as appropriate.
- Submit Health Eligibility Center (HEC) Alerts: Subject/Issue-VA form 20-0986 to VBA (Veteran Benefits Administration) to update or verify time in service, Military branch and/or type of discharge, Camp Lejeune Water Contamination Report, and PACT Act.
- Updates demographics for patients’ chart: religious preference, next of kin, emergency contact, and designee.
- Counseling Veteran patients regarding entitlement enrollment for health care benefits and other special programs.
- Knowledgeable on Pact Act Eligibility and Benefits.
- Inputs data for HEC Notifications; Receiving Veterans Health Information Systems and Technology Architecture (VistA) notifications for online applications; verified and placed in an eligible priority group.
- Updates spread sheets on reports: Incomplete Encounter Management Module (IEMMs), AOD Report, Bed Management Report, Operation Room Schedules Admissions, Lodgers Scheduled, Gains and Loses, and Management Reports.
- Knowledge of Long-Term Care 10-10EC Copay and Process.
- Arranges transportation as part of coordinating patient referrals and transfers to and from the medical center. Updates the status of Veterans awaiting transfer to the VA in collaboration with community service providers for continuity's sake.
- Access to VistA and being aware of the information's confidentiality. Aware of duty to protect this personal information from unauthorized disclosure and to maintain it.
- Utilizing Bed Management Solution (BMS) software, keeps track of the current bed inventory and guarantees program correctness for national reporting requirements; determines bed availability for treatment requirements. Daily report or log of all actions taking place during the tour of duty is provided. Briefly describes any issues' present status or the upcoming shift of upcoming events.
- Update EMResources Website with SAVAHCS Divert status and the Bed Management Solution (BMS) with veteran details transferring in from community facilities or other VA hospitals.
- Prepares daily reports (Gains and Losses), statistical reports, bed inventory and bed availability, performance audits, manages fiscal matters, and monitors activity in clinical areas.
- Ensures that check-in procedures are accurately recorded in the Emergency Department Integration Software (EDIS) and that dispositions take place on schedule.
- Check in patient to the emergency department that arrive in their own personal vehicle or by ambulance. Provide support for the emergency department staff, inpatient hospital, and rehab programs.
- Support of inpatient units and wards with administrative duties during day, evening, night, and weekend shifts.
- Admit, Discharge, and Transfer patients within the hospital. Facilitate emergent hospital transfers in and out to the community.
- Process pending community care consults to cover services unavailable at the VA for emergent transfer outs.
- Responds to inquiries made in accordance with Beneficiary Travel authorities and makes necessary arrangements. Facilitates flights for VA organ transplant candidates being moved out of state and other forms of urgent transportation for Veterans as needed.
- Provide lodging arrangements for veterans who are administratively eligible. Arranges for the necessary lodging for qualified Veterans or their families through local means, which may involve a Fisher House or similar facility.
- Fulfills tasks as the assistant for Decedent Affairs, assists families and funeral establishments with the disposition of objects and remains, releases corpses outside of regular business hours.
- Submits notification in Computerized Patient Record System (CPRS) of patient deaths while inpatient or in the community and alerts the primary care provider team.
- Notify AZ Donor Network of patient deaths and coordinates morgue transportation.
- Provide new hired employees with training and training guide for assistance.
- Conducts audits and corrects inconsistencies, provide staff with additional resources to prevent future errors.
- Verify and register New Non-VA Providers in VistA system.
- Processing and record keeping of inpatient medical records.
- Developed an organizational contingency plan to address potential electronic downtime in the emergency department, ensuring the integrity and accuracy of patient medical records.
- Manual and electronic data entry.
- Documentation of all tasks completed on AOD Daily Log/Journal.
- Update AOD manual training guide and electronic guide as changes are applied.
Lead Medical Support Assistant, HAS, GS-7
Southern Arizona VA Health Care System
09.2019 - 06.2020
- Acting Medical Administrative Assistant (Administrative Officer on Duty-AOD) responsibilities.
- Prepares daily reports, statistical reports, performance audits, and manages fiscal matters.
- Timekeeping responsibilities, formulating staff schedules, posting overtime, and validating timecards.
- Monitors staff attendance, schedule, and ensures all wards have proper staffing.
- Facilitates Management staffing huddles and monitors daily huddle spreadsheet.
- Orient and provide comprehensive training to new and current employees.
- Registration of new patients, update demographics, and collect insurance information.
- Decedent Affairs responsibilities of notifying the Arizona Donor Network when a patient has passed away, verify and release bodies to the morgue, proper morgue documentation, arrange morgue transportation to VA morgue when appropriate.
- Secures patient belongings and funds.
- Provides input on performance, resolves daily workplace issues, and maintains efficient workflow.
- Ensures encounter forms are completed to obtain appropriate workload credit.
- Performing scheduling functions for Veterans including appointments, cancellations, and re-scheduling in accordance with VHA National Scheduling Guidelines.
Education
Bachelor of Science - Sociology
Grand Canyon University
12.2018
Associate of Applied Science - Legal Assistant
Pima Community College
08.2009
Skills
- Fluent in Spanish and English
- Leadership Skills
- Strong Work Ethics
- VHA National Scheduling Guidelines
- Detail Oriented
- Adaptable to change
- Data Entry
- Timekeeping
- HIPAA Compliance
- Project Management
- Customer Service
Accomplishments
- SAVAHCS Recognition awards 2018 & 2019
- HAS Contribution Awards 2018, 2019, 2020, 2021(2), 2022, 2023, & 2025
- Received a Yellow Belt recognition for the Inpatient Ward MSA Training Manual
- Emergency Department Medical Support Assistant Training Manual
- Demps Volunteer (Emergency Management System)
- National Enrollment Standardization Training (NEST) Certification
- Contingency Process Operation Plan
Timeline
Supervisory Medical Support Assistant, HAS GS 8-9
Southern Arizona VA Health Care System
06.2024 - Current
Supervisory Medical Support Assistant (Ward), HAS, GS 8-2
Southern Arizona VA Health Care System
06.2020 - 07.2021
Medical Administrative Specialist, HAS, GS 9-4
Southern Arizona VA Health Care System
09.2019 - 06.2020
Lead Medical Support Assistant, HAS, GS-7
Southern Arizona VA Health Care System
09.2019 - 06.2020
Bachelor of Science - Sociology
Grand Canyon University
Associate of Applied Science - Legal Assistant
Pima Community College