The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below. The Supervisory Medical Support Assistant is responsible for ensuring the management of accurate & timely patient care coordination in various clinics, coordinating clinic administrative support activities in conjunction with the clinic director, nursing team leader and staff and for leading staff to carry out administrative activities in a patient centered manner.
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. 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, 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: GS-07: Supervisory Medical Support Assistant: 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. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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. 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 related to administrative functions in a patient support setting. Ability to delegate authority, evaluate and oversee people and programs, accomplish program goals, and adapt to changing priorities. 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-07. The actual grade at which an applicant may be selected for this vacancy is at the GS-07. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.
Major Duties: Has delegated authority necessary to manage assigned clinical administration areas, performing the full range of supervisory duties and responsibilities to effectively utilize the manpower and resources allocated to HAS. This includes setting team goals and technically directing the work of subordinates. It requires planning, - assigning, reviewing, and accepting/rejecting work done by subordinates. Makes work assignments, set, or negotiate deadlines, and designate completion dates. Develops work schedules for employees to support workload. Evaluates work performance and completes performance appraisals and disciplinary actions for all employees assigned to section. Performs administrative and personnel management functions for staff supervised. Establishes and clearly communicates performance plans and expectations to staff. Provides informal feedback and periodically reviews employee performance. Resolves informal complaints and grievances. Reviews and approves or disapproves routine leave requests. Provides information and input to the Chief of HAS concerning promotions, reassignments, recognition of outstanding performance and other personnel issues. Coordinates and approves the leave of HAS clinical administrative staff and arranges cross coverage to provide adequate clerical coverage for outpatient and primary care clinics and other related activities. Instructs employees in assigned tasks and job techniques, conducts formal and informal on-the-job training, and answers questions on procedures, policies, and directives. Sets up clinic profiles in consultation with the appropriate clinical and administrative staff; in addition, he/she cancels, reschedules, and blocks clinic appointments based on provider schedules in accordance with approved provider leave and facility policy. This will require tracking leave of administrative and clinical staff. In the event of clinic cancellations. Ensures that patients are notified according to policy. Reschedules patients with special needs or issues. Responsible for administrative support to clinics. This includes composing letters as part of supervisory duties (e.g., advanced sick leave requests, donated sick leave request, personnel actions, etc.), composing and sending letters to patients when necessary and helping patients get necessary forms or letters processed correctly. Attend staff meetings for all the clinics he/she supports, including provider meetings, and will meet daily or weekly with the nurse team leader and clinic director. This ensures that the Supervisory MSA is working with the clinical staff as an integral part of the team and that communication is constantly flowing with the nurse team leader, clinic director, and Chief of HAS. Expected to be a communication facilitator, arranging meetings and in-services as necessary to ensure that information and knowledge are communicated to all staff. Responsible for providing input to the Chief of HAS concerning policy, and manual updates applicable to the clinic. Ensures that all annual training requirements are completed by all staff under his/her supervision in accordance with VA policy. Serves as the clinic system coordinator for areas of responsibility, this will include ensuring Veterans Health Information System and Technology Architecture (VistA) access is requested for new employees, ensuring VistA access to continuing employees, and reporting any hardware, software or printer problems as needed within HAS. Provides ongoing refresher training to employees with access to HAS VistA packages. These could include Appointment Management, MEANS Test, Pre-registration, Electronic Wait List, Clinic recall, email, and Rx profiles. For CPRS: notes, medication lists, consults lab and clinical notes. Ensure that staff enters all information pertaining to patient care correctly. Responsible for updating clinic mapping monthly. Major Duties Section continues in Education Section below: Work Schedule: 7:30 am - 4:00 pm or 8:00 am - 4:30 pm, Monday - Friday Telework: Available, Ad-Hoc only. Virtual: This is not a virtual position. Functional Statement #: 54407-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized