Medical Administration Specialist
Location: U.S. Air Force Academy (USAFA), Colorado Springs, CO
Worksite: 10th Medical Group / Refractive Surgery Center / Flight Medicine
Employment Type: Full-Time
Citizenship Requirement: U.S. Citizen
Position Type: Non-Credentialed Healthcare Support
- Schedule: Monday through Friday, during clinic hours between 7:00 AM and 5:00 PM
- Pay: $23.00/hour + $5.09/hour Health & Welfare (H&W), for a total compensation value of $28.09/hour
Position Summary
The Medical Administration Specialist provides administrative, scheduling, patient coordination, operational, and program support to the USAFA Refractive Surgery Center and Flight Medicine mission.
The position supports refractive surgery scheduling, patient communications, clinic workflow, military vision-readiness requirements, staff scheduling, supply and equipment documentation, budget preparation, reporting, and coordination with referring providers, military units, and other stakeholders.
The Medical Administration Specialist works closely with clinical and Government personnel but does not make independent clinical decisions or Government determinations.
Minimum Qualifications
Candidates must meet the following requirements:
- Must be a U.S. Citizen.
- Must meet applicable education requirements identified in the Base Contract Technical Exhibit 5. Education equivalency may not be substituted where the PWS requires specific education.
- Must possess Basic Life Support (BLS) certification and any additional certification requirements identified in the applicable Technical Exhibit.
- Working knowledge of:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- MHS GENESIS/EHR systems
- Military databases
- Ability to type approximately 30–40 words per minute.
- Experience preparing or assisting with budget proposals and operating budgets.
- At least three years of ophthalmology or eye-care experience; comparable experience or skillsets may be proposed for Government consideration when they meet the intent of the requirement.
- At least two years of experience in a medical setting involving invasive procedures.
- At least two years of supervisory or clinical coordination experience.
- Experience with medical supply management.
- Familiarity with refractive-surgery procedures sufficient to support patient scheduling, preoperative requirements, and postoperative follow-up, including:
- PRK – Photorefractive Keratectomy
- LASIK – Laser-Assisted In Situ Keratomileusis
- SMILE – Small Incision Lenticule Extraction
- ICL – Implantable Collamer Lens
- Refractive Lens Exchange
- Experience working with FDA regulations, ANSI standards, and applicable clinical guidelines. New Medical Admin Specialist PW…
Essential Duties and Responsibilities
The Medical Administration Specialist will:
- Coordinate refractive-surgery scheduling to maximize clinic efficiency, improve surgical throughput, and minimize patient wait times.
- Assist with management and coordination of the surgical backlog.
- Maintain scheduling priorities and administrative requirements for military personnel requiring vision correction for duty qualification.
- Coordinate surgical scheduling based on operational requirements and deployment timelines while leaving final scheduling and operational decisions to authorized Government personnel.
- Maintain current reference materials related to military medical standards and vision requirements for applicable career fields and flight classifications.
- Provide Government-approved patient education regarding surgical procedures, expectations, risks, and postoperative care requirements.
- Receive and route patient concerns and coordinate urgent or emergent follow-up with appropriate clinical personnel without making clinical disposition decisions.
- Develop draft staffing schedules to support clinic operations, surgical days, and emergency coverage for review and approval by clinic leadership.
- Coordinate administrative onboarding activities for clinic personnel within the authorized scope of the position.
- Track continuing education, training requirements, professional development, and personnel currency requirements.
- Serve as an administrative liaison between the Refractive Surgery Center, referring providers, military units, and external stakeholders for scheduling and patient logistics.
- Coordinate patient communications, including appointment scheduling, surgical-preparation instructions, and postoperative guidance.
- Collect and prepare studies, reports, and administrative data related to surgical outcomes; the position does not perform research activities.
- Maintain documentation associated with surgical equipment and ensure records remain current.
- Prepare draft budget proposals and variance reports for Government review and approval.
- Prepare and maintain reports, briefings, correspondence, medical statements, memoranda, and other clinic documentation.
- Complete and maintain accurate and timely patient administrative documentation.
- Process requisition forms and other documents necessary for the daily operation of the Refractive Surgery Center.
- Support medical supply management and other administrative functions necessary to maintain clinic readiness and continuity of operations. New Medical Admin Specialist PW…
Knowledge, Skills and Abilities
Successful candidates should demonstrate:
- Strong medical administrative and organizational skills.
- Excellent written and verbal communication.
- Ability to coordinate multiple patients, providers, schedules, and priorities.
- Strong attention to detail and documentation accuracy.
- Ability to work effectively in a high-volume military healthcare environment.
- Understanding of medical terminology and clinical workflow.
- Strong customer-service and patient-communication skills.
- Ability to protect patient information and comply with HIPAA and DoD requirements.
- Ability to work collaboratively with healthcare providers, military personnel, Government staff, and outside stakeholders.
- Ability to prioritize workload and respond effectively to changing operational requirements.
Scope of Authority
The Medical Administration Specialist performs administrative and coordination functions in support of Government clinical operations.
The employee does not:
- make final clinical decisions;
- make final determinations regarding surgical eligibility;
- independently establish Government operational priorities;
- make clinical disposition decisions;
- participate in research activities; or
- serve as the Government's official point of contact for external submissions unless specifically authorized.
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