Supervisory Medical Support Assistant

Full Job Description

The Supervisory Medical Support Assistant position is located in the Telephone Operations Unit, Business Office(BOS) at the Portland, OR VA Medical Center, Portland, OR.

The list generated from this announcement can be used up to 90 days to fill any additional vacancies that may arise.

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. 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 Education.

Must have High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.

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).

Specialized Experience: Must possess one year of specialized 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.

Candidates must demonstrate the KSAs below: - 1.

Ability to provide the full range of administrative and supervisory duties to at least one 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.

- 2.

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.

- 3. Ability to provide briefings, orientations, staff development, and training in a patient support setting. - 4.

Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. - 5. 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.

Reference: VA Handbook 5005/117, Medical Support Assistant Qualification Standard, GS-679. Published August 1, 2019.

For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-7.

Physical Requirements: The work is mostly sedentary but may require periods of standing or walking however, there are no physical requirements for the 0679 Medical support Assistant occupation.

Major Duties:

Total Rewards of a Allied Health Professional The Supervisory MSA assigns and evaluates the work of subordinate MSA and Telephone Operator staff.

The Supervisory MSA has full administrative and professional responsibility for planning and directing the MSA and Telephone Operator activities.

The duties of this position include but are not limited to the following: - Work assignments, leave approval, developing performance standards, rating employees with performance appraisals, planning, scheduling, resolving complaints, program direction, coordination of work and recommending disciplinary actions.

- Meets with all employees on a regular basis, either in group or individually, to hear grievances and serious complaints making adjustment in adjustment in procedures as deemed appropriate based on those complaints or grievances.

- Counsel employees or initiates proposed appropriate adverse actions.

- Initiates all disciplinary actions and signs performance evaluations for the Telephone Operator staff and makes recommendations to upper management based on supporting documentation.

- Ensures that subordinate staff provides timely service to Veterans and their representatives, clinical staff and administrative staff throughout the Medical Center.

- Provides on-going training and guidance on implementation of VA directives to the professional and administrative staff throughout VAPORHCS.

- Establishes operating guidelines and coordinates activities of work leaders and subordinate employees relating to organizational structure, work review and reporting requirements to achieve high level management goals, new programs or changed program goals.

- Analyzes operations in terms of quality, quantity, and work efficacy.

- Reviews work in progress or upon completion, production reports or other data to ascertain operations/program effectiveness of individuals or units, initiating required corrective action.

- Plans assigned work to meet schedules/deadlines for regular, emergent, peak load and/or priority assignments, adjusts work assignments to meet abnormal situations.

- Makes changes in work organization or assignments for designated activities to achieve efficient/economical operations, improve workflow and/or services provided.

- Updates and tracks information relevant to Resident rotations and on-call schedules.

Providing training and provides supervision to Telephone Operators/MSAs to organize and enter information into a user-friendly on-call schedule and guide for quick reference.

- Ensures maintenance of an accurate Daily Record Log of events and incidents for Telephone Operators daily for each shift.

This includes but is not limited to emergency medical and behavioral Codes, intrusion alarms, panic alarms, problems with Call manager, IP console, emergency 911 phone, or any other telecommunications equipment in the office ensuring that all pertinent details are documented.

- Maintains a working knowledge of scanning/uploading processes and guidance, coordinates MSA scanning/uploading work with the HIMs unit/Medical Records.

Work Schedule: Monday-Friday, 7am-3:30pm Recruitment Incentive (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized Pay: Competitive salary and regular salary increases.

When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).

Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.

Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66.

Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available.

Virtual: This is not a virtual position. Functional Statement #: 0000