The Supervisory Medical Support Assistant Position serves within the Health Administration Service (HAS) for the James A. Haley VA Hospital.

Duties

The Supervisory Medical Support Assistant (MSA) will be responsible for the direct supervision of the Medical Support Assistants (GS-5), Advanced Lead Medical Support Assistant (GS-6) and Lead Medical Support Assistants (GS-7) at the James A. Haley VA, Primary Care Annex. Duties include, but are not limited to: Ensure proper implementation and monitoring of Hospital Policies and Procedures. Support and enforce Veterans Administration Directives and Regulations to ensure standardization throughout the Hospital and CBOCs. Assist and support the clinical staff to ensure veterans and families medical and support needs are met. Enforce policies to assure the protection and security of computer equipment, proper use of access codes, data and confidentiality privacy of patients. Develop detailed procedures and guidelines to supplement established administrative regulations and/or program guidelines. Administrative activities including advancing teams, training, preparing workload, and operational reports, scheduling staff, managing resources, trouble shooting, and extensive coordination between clinical and administrative services, Assure various aspects of compliance, reporting, quality assurance and budgetary initiatives are met. Efficiently and effectively manage the patient intake and appointment management process, support the revenue cycle, as well as administratively support the clinic staff in the patient care process. Facilitate a safe working environment for employees. Complete appropriate paperwork associated with Workman's Compensation. Perform duties of other HAS supervisors in their absence. Staffing, reviewing applicants, performance based interviewing, and selection of New Employees. Taking disciplinary action when necessary Maintain a working environment with Human Resources (HR), Union, and Equal Employment Opportunity (EEO). Develop performance standards and provide employees feedback through performance evaluations and competency reviews. Receive and listen to complaints and grievances from patients or their representatives. Approves/disapproves/certifies annual and sick leave requests and arranges vacation schedule for area of responsibility. Assures staff collects, scans and updates health insurance information, serving a major role in the revenue process. Clinic scheduling, consults, electronic wait list, insurance card scanning, VA benefits, eligibility, registration and pre-registration guidelines. May be asked to participate in the daily team let huddles and weekly team meetings where patient care planning and management occur. Selection requirement: Subject to completion of a 1-year probationary period as a Supervisory Medical Support Assistant. Work Schedule: Schedule to be discussed during the interview process. Telework: Not Authorized Virtual: This is not a virtual position Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

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 Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. 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. 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. Certification. None Required. Grade Requirements: a. Creditable Experience (1) 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. (2) 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. (3) 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 two weeks of service. Grade Determination: Supervisory Medical Support Assistant, GS-8 Experience. One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. 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. Candidates must demonstrate the Knowledge, Skills, and Abilities (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: Working collaboratively in interdisciplinary coordinated care delivery; developing and maintaining effective and efficient communication with patients, interdisciplinary teams, VA facilities, and other agencies; adjusting the flow and sequencing of the work to meet patient and team needs; provide briefings, orientations, staff development and training; evaluate and oversee people and programs to accomplish program goals and adapt to changing priorities; experience with and knowledge of processes involving patient admission, transfers, eligibility, and appointment scheduling; experience with developing systematic process change and analyzing the effectiveness of initiatives; and experience in multi-tasking. References: VA Handbook 5005/117 Part II, Appendix G45, Medical Support Assistant, Qualification Standard GS-679, Veterans Health Administration. dated August 1, 2019. The full performance level of this vacancy is GS-8. Physical Requirements: Position is sedentary in nature, may be required to lift/carry 15-25 lbs. on minimal basis.

Education

There is no substituting education for experience for this position at the GS-8 grade level.

Contacts

• Address James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Asian Jenkins
• Phone: 469-978-3470
• Email: [email protected]