Supervisory Medical Support Assistant

Full Job Description

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.

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 3.j.

Experience and Education Experience.

Six months experience of clerical, office or other 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 Experience/Education Combination.

Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.

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: In addition to the basic requirements for employment the following experience criteria must be met when determining the grade of candidates: Supervisory Medical Support Assistant, GS-08:Experience: One year of experience equivalent to the GS-07 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 includes; but not limited to: 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; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.

Demonstrated Knowledge, Skills, and Abilities - Candidates must demonstrate all of 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.

Preferred Experience: None Note: You must provide detailed information of your experience performed.

Information such as "I was a Medical Support Assistant" is insufficient to determine your qualifications.

Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hour worked per week. Note: Quality of Experience.

Qualifying experience must be at a level comparable to Advanced 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.

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-08.

Physical Requirements: Operate a computer terminal and be able to manage multiple activities at one time.

Work is generally sedentary; however, there may be some walking, standing, bending, and carrying of light items.

Work Environment: The work may be stressful due to the accelerated pace for several hours at a time during peak hours or on days that have a large volume of activity.

See VA Directive and Handbook 5019. Major Duties:

The Supervisory MSA is responsible for maintaining updated information on clerical call data, clinic availability, clinic cancellations, clinic setups, patient complaints, consult management, new patient enrollees and the new patient consults.

Responsible for scheduling as well as overseeing all scheduled appointments in the Business Office while interpreting and verifying provider orders in accordance with VHA national scheduling guidelines.

Assignments at this level include but are not limited to the Supervisory MSA monitors and makes work assignments, provides input on job performance, resolves daily workplace issues, and maintains efficient and effective workflow.

Assignments at this level include but are not limited to assuring all areas have needed coverage and conducts ongoing dialogue with Veterans and Co-workers alike.

Conducts ongoing reviews of job performance to ensure quality of work, as well as ensuring accurate and timely scheduling of all appointments.

Providing guidance to staff members about the changes in policies and procedures, distribution, balance of workload, creating and maintaining employees work schedules, orienting and providing on the job training, or refresher training for all new and established Staff.

Ensuring training requirements are met. Works to integrate all facets of the working relationship. This position of higher-level duty also requires a full performance level.

These duties are consistently of a higher scope, administrative independence, complexity, and range of variety, as described in this standard of specific grade and level to be performed at least 25% of the time.

Work Schedule: Monday - Friday, 8:00 am - 4:30 pm 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 Authorized Virtual: This is not a virtual position.

Functional Statement #:70223F