Supervisory Medical Support Assistant

Summary

This position is in the VISN 5 Clinical Resource Hub. This position manages, directs, and supervises all MSA staff for the VISN 5 Clinical Resource Hub. The Hub provides Tele Primary Care, Tele Mental Health, Tele Endocrinology, Tele Pain, and Tele Emergency Care services to VISN 5 and other qualifying VA facilities.

The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below.

Duties

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DUTIES :

The Supervisory Advanced Medical Support Assistant (MSA) position serves as the direct line supervisor for all Advanced Medical Support Assistant staff in the Clinical Resource Hub scheduling operations.

• Carries out a full range of administrative and supervisory duties, to include assignment of work, scheduling audits, performance evaluations, selection of staff and recommendations for awards and advancements.
• Organizes work, sets priorities, and delegates tasks and responsibilities to meet deadlines.
• Communicates skillfully with individuals to obtain the desired effect, while ensuring compliance with established policies and regulations.
• Manages staffing requirements, manages priorities, and coordinates work in order to complete duties an accurate and timely manner.
• Provides back-up coverage for subordinate staff. Follows up on pending issues while demonstrating an understanding of the impact of the work not completed.
• Provides briefings, orientations, staff development and training. An in-depth knowledge of governing laws, regulations, policies and procedures is required in order to provide services within accepted guidelines; and to plan, revise, update and write policies and memorandums affecting scheduling operations for the CRH.
• Must possess the analytical ability to independently research, assemble, and compile information and data to evaluate the results against appropriate standards and recommend corrective action where indicated.
• Periodically reviews functional statements and work performances for compliance with basic instructions and established procedures.
• Works with servicing Human Resources Management Office in participating in all steps of the recruiting and hiring process to expeditiously recruit for vacant positions and to select qualified employees, including obtaining at least two references for the selectee.
• Meets all established timeframes and deadlines regarding the hiring process.
• Develops and formalizes performance evaluations for those under the direct supervision of this position.
• Certifies timecards and attendance records and approves / disapproves all leave requests. Prepares the holiday and vacation schedules for sections supervised, making sure adequate coverage is always provided.
• Conducts regularly scheduled meetings with MSA's and other telehealth staff to keep them informed of changes to scheduling processes and procedures.
• Must be familiar with the Privacy Act (PA), Freedom of Information Act (FOIA), and Health Information Portability and Accountability (HIPPA) to properly protect medical information available from computer terminals and computer printouts, medical charts, and other clinical documents.
• Provides advisory services to all levels of management regarding the requirements and implications of services provided and following protocols regarding the hospital's policy and regulations.
• Provides advice to Telehealth managers on how provided services can assist in accomplishing their mission and programs.
• Responsible for monitoring the Consult Tracking Report for assigned areas.
• Responsible for overseeing training for new AMSAs in both VISTA and TMP.
• Works in conjunction with program analyst to ensure adequate training in TMP is completed prior to site assignments.
• Demonstrates courtesy and professionalism. Shows courtesy, respect, and a positive attitude toward patients, co-workers, subordinate staff and the public.
• Demonstrates ability to collaborate, communicate, set priorities and organize work in order to meet deadlines and to ensure compliance with established processes, policies, and regulations.

Work Schedule : Monday - Friday. 8 : 00am - 4 : 30pm

Telework : Adhoc

Virtual : This is not a virtual position.

Functional Statement # : 000000

VA Careers - Medical Support Assistant :

Total Rewards of a Allied Health Professional

Requirements

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Conditions of employment

Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider :

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

BASIC REQUIREMENTS.

Citizenship . Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.).

Experience and Education .

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,

Education . One year above high school; OR, (3) Experience / Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.

Certification. None required.

Grandfathering Provision . All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, which are a part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply : (1) Such employees may be reassigned, promoted, or changed to a lower grade within the occupation. (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation.

Foreign Education. To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs.

Physical Requirements . See VA Directive and Handbook 5019.

GRADE REQUIREMENTS .

Creditable Experience. Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid / non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting.

Quality of Experience. Qualifying experience must be at a level comparable to MSA experience [or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting] at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of [varieties] as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time.

Part-Time Experience . Part-time experience as an MSA or equivalent administrative patient support in a [non-VA medical inpatient or outpatient setting is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1 / 2-time basis, would receive one full-time workweek of credit for each 2 weeks of service.

Grade Determinations.

Supervisory Medical Support Assistant, GS-7

Experience . One year of experience equivalent to the GS-6 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Examples of specialized experience include but are not limited to : daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings, ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules

Assignment. Supervisory MSAs plan and direct programs at medical centers and / or satellite outpatient clinics and have full supervisory responsibility. Assignments at this level include, but are not limited to : assigning and evaluating the work of subordinate MSA staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved clinic operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has full administrative and professional responsibility for planning and directing the MSA's activities. 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.

Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below :

i. Ability to provide the full range of administrative and supervisory duties in a patient support setting, which includes assignment of work, performance evaluations, selection of staff, and recommendation of awards and / or advancements.

ii. 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.

iii. Ability to provide briefings, orientations, staff development, and training related to administrative functions in a patient support setting.

iv. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities.

Preferred Experience :

The ability to exercise organizational skills, problem-solving ability, and content expertise in various scheduling programs. The ability to communicate effectively with the field staff and VISN CRH leadership on a variety of administrative priorities related to scheduling, order processing and consult management.

The ability to interpret and verify providers orders in accordance with VHA National Scheduling Directive guidelines. The work requires advanced knowledge of human anatomy, medical terminology, and legal requirements of the medical record. Clear and concise judgment, discretion, customer service, ability to deal with a diverse population, a high degree of tact and negotiating ability are required daily to carry out the functions of the position. Carries out a full range of administrative and supervisory duties, to include assignment of work, scheduling audits, performance evaluations, selection of staff and recommendations for awards and advancements.

Reference : For more information on this qualification standard, please visit

The full performance level of this vacancy is GS-7. The actual grade at which an applicant may be selected for this vacancy is GS-7.

Physical Requirements :

The work is basically sedentary; there is some walking when covering other clinics within the Hospital, retrieving mail, relaying pertinent information to staff. There is also minimal lifting / bending involved when handling supplies. The work may result in mental stress to the employee due to the nature of the work Involving families and patients with life threatening issues which sometimes results in death.

Education

Note : Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here : If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit :

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave : Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration / Operations, Security, and Preparedness (HRA / OSP) at The Fair Chance Act.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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