Supervisory Medical Support Assistant

Summary

The Supervisory Medical Support Assistant position(s) serves in the Wilmington VAMC. The incumbent provides a high level of administrative and supervisory oversight of personnel & clinic administrative management and data support.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• Experience and Education: (1) Experience - Six months experience of clerical - office - customer service - or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position
• or (2) Education - One year above high school
• or (3) Experience/Education - Equivalent combination of experience and education
• English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005 - part II - chapter 3 - section A - paragraph 3j
• May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).Grade Determinations: For Supervisory Medical Support Assistant - GS-8: One year of experience at or equivalent to the next lower grade level GS-7 leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient - outpatient - or interdisciplinary setting
• In addition to the Basic Requirements defined above - the incumbent must demonstrate the following KSAs: Ability to provide the full range of administrative and supervisory duties to at least on subordinate MSA supervisor or team leader in a patient support setting which includes assignment of work - performance evaluations - selection of staff - and recommendation of awards and/or advancements
• Ability to collaborate - communicate - and demonstrate customer service and interpersonal skills with internal and external customers to ensure quality/continuity of care and ensure compliance with established policies and regulations
• Ability to provide briefings - orientations - staff development - and training in a patient support setting
• Ability to manage fiscal matters - forecast resource and equipment needs - and identify budget needs
• Advanced knowledge of managing or leading patient support staff in a clinic
• This includes independently utilizing reference sources - decision making - and empowering the team to collaborate and resolve problems within a complex systems environment
• Assignment
• Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics
• They have full responsibility for supervising at least one subordinate MSA team leader - supervisor - or equivalent administrative patient support staff in a non-VA medical inpatient - outpatient - or interdisciplinary setting
• Assignments at this level include - but are not limited to: evaluating the work of subordinate staff
• resolving complex problems to ensure patient services are met
• evaluating new products - equipment - and systems to make recommendations for improved operations
• identifying educational or training needs
• making final decisions on hiring selections
• evaluating performance - and taking disciplinary action when necessary
• The employee has administrative and professional responsibility for planning and directing the subordinate lead - supervisor - and MSA's activities
• Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures
• For all assignments above the full performance level - the higher-level duties must consist of significant scope - administrative independence - complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is GS-8. Physical Requirements: Work is primarily sedentary
• however - the incumbent will have episodes of standing - twisting - bending - sitting - and carrying of supplies (up to 40 lbs.) in support of the clinical areas assigned.
  
  

Duties

• The GS-8 Supervisory MSA plans and directs programs at medical centers and/or satellite outpatient clinics and has full supervisory responsibility for supervising at least one subordinate team leader
• Assignments at this level include - but are not limited to: assigning and evaluating the work of subordinate staff
• resolving complex problems to ensure patient services are met
• evaluating new products - equipment - and systems in order to make recommendations for improved operations
• identifying educational or training needs
• making final decisions on personnel vacancy selections
• evaluating employee performance and conduct - and taking progressive disciplinary action when necessary
• The employee has full administrative and professional responsibility for planning and directing daily MSAs' scheduling activities
• Responsible for extracting and analyzing data in order to provide reports in support of performance measures to senior management
• For all assignments above the full performance level - the higher-level duties must consist of significant scope - administrative independence - complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent(s) at least 25% of the time
• Works collaboratively in an interdisciplinary coordinated care delivery model (i.e
• PACT - Specialty Medicine - Behavioral Health - C&P - UCC/ED - Surgery/OR - and Clinical Contact Call Center) and performs all related duties associated with customer service and other duties assigned for the proper and timely treatment of patients and assure appointment schedules are maintained by MSA staff for one or more outpatient clinics
• Provides direct administrative and technical support to the Section Chiefs and support the management information components of all health eligibility related programs
• This includes but not limited to entering data and information when necessary - but also reviewing reports - records and statistical computations for accuracy and propriety
• Manage enrollment priority groups and ensure that enrollment information is reported to the Health Eligibility Center (HEC).He/she must assist with clinic access contingency plans by adjusting appointment times - location - or dates as well as shift patients to other healthcare providers as conflict with staffing and/or coverage needs occur
• Supports patient safety standards using the correct Veterans Affairs identification of all patients through the use of two forms of identification (i.e
• Name and full Social Security Number.) The patient may also present to the facility with a Veterans Health Identification Card (VHIC) for positive identification verification
• Incumbent is responsible for insuring that the work assignments of the section are carried out by performing a range of duties and functions related to appointment scheduling and consult management
• Must be able to lead a diverse group of employees and is considered an expert in the functions and capabilities of a GS-7 Lead MSA
• Incumbent will be expected to communicate professionally and effectively with all levels of staff within the Medical Center
• Incumbent is expected to exhibit the VA Core Values of ICARE (Integrity - Commitment - Advocacy - Respect - Excellence) when interacting with clinical and administrative staff - leadership - Veterans - family members - etc. - at all times
• The incumbent must demonstrate technical competency and expertise in the use of computer systems and software relevant to the business needs such as multiple platforms of Vista - CPRS and MyHealtheVet/Secure Messaging systems
• The incumbent will oversee all outpatient administrative functions and therefore must have thorough knowledge of policies and directives governing appointment access - outpatient scheduling and clinic management
• The incumbent must be knowledgeable of VA medical care - priorities for care - release of information (ROI) - Health Information Portability and Accountability Act (HIPAA) - and Non-VA /Community Care programs
• Incumbent will be a leave approving official for the employees within their designated supervisory section
• Incumbent must ensure quality assurance for all work produced or completed within areas of responsibility
• Incumbent will evaluate overall performance of employees and provide frequent feedback to staff regarding attendance - performance and behavior
• Incumbent will utilize Lead MSAs (subject matter experts) to assist and train new staff in orientation activities through shared knowledge and specific clinic scheduling expertise - as well as oversee the day-to-day flow of clinic performance
• Work Schedule: Tour of Duty to be determined by the Service Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 00000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized