The Supervisory Medical Support Assistant (Supervisory MSA) works for the San Francisco VA Health Care System (SFVAHCS). Positions may be located in Cardiothoracic, General Surgery, Neurosurgery, Ophthalmology, Orthopedic, Otolaryngology, Plastics, Podiatry, Urology, and Vascular Departments. The Supervisory MSA is responsible for managing and supervising all the appointment management services of the clinics and supervises all Lead and Advanced Medical Support Assistants (MSAs).

Duties

The Supervisory MSA collaborates with and has an extensive knowledge of all clinical services and programs, to include services under the Surgical Department. The Supervisory MSA is flexible, multi-skilled and creative in solving everyday challenges unique to a remote site. The Supervisory MSA assigns work and daily priorities to all Lead and Advanced MSAs and ensures the goals and mission of the Clinic and Health Care System are being met. S/he is responsible for all performance management functions related to Lead and Advanced MSAs, as well as work study students and volunteers providing support within his/her program. The Supervisory MSA applies principles, methods and guidelines to evaluate administrative operations in order to determine best practices for organizing administrative work and flow of patients throughout the clinic. The Supervisory MSA must take into consideration the staff ratios and skill mixes needed to accomplish the work. Analysis results in recommendations for improvement and implementation of new systems and processes that are discussed with the rest of the management team for decisions regarding the efficiency of clinic operations. The Supervisory MSA performs duties related to the receipt, intake and indexing of health and administrative information. The Supervisory MSA will interface with personal computer (PC) applications as well as numerous VISTA applications. The Supervisory MSA will serve as a backup for time and leave processing. The Supervisory MSA plans and directs programs in the surgical services and is responsible for implementing and enforcing clinic changes, advises supervisor strategies to manage clinic access and ensure compliant appointment management practices per VA scheduling directive guidelines, manages CPRS view alerts from providers for action involving patient care follow-up, ensures subordinate Lead and Advanced MSAs appropriately manage new consults for specialty and/or primary care clinics in CPRS to ensure consults are scheduled timely and within VA guidelines. Th supervisory MSA ensures surgical scheduling staff have the appropriate equipment, supplies and space to safely accomplish work. Monitors and analyzes Automated Call Distribution (ACD) data to ensure timely phone access for patients and provides feedback and training to staff; identifies developmental and training needs for all staff operating on the ACD system. Disseminates new VA Directives and procedures that impact/relate to front desk and clinic operations and provides training to staff. Anticipates problems and develops systems and processes to ensure the goals and mission of the VA are able to be met. Assignments at this level include, but are not limited to: assigning and evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment and systems in order to make recommendations for improved operations; identifying educational or training needs; making final decision on selections; evaluating performance, and taking disciplinary action when necessary. Analyzing staffing and workload patterns to ensure appropriate coverage of workload needs. Planning work to be accomplished by subordinates, setting and adjusting priorities. Determining appropriate tours of duty. Incumbent has full administrative and professional responsibility for planning and directing the Lead and Advanced MSAs activities. In certain situations, the Supervisory AMSA will be required to conduct scheduling assignments if no other Lead AMSAs/AMSAs are not available to schedule patients for surgical appointments. Other duties as assigned. Work Schedule: Monday - Friday 8:00am-4:30pm Telework: Telework may be available at the discretion of the supervisor. Virtual: This is not a virtual/remote 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 1 year of experience at equivalent to the next lower level of GS-07. 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. Physical Requirements. See VA Directive and Handbook 5019. 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. 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: Leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Ability to collaborate, communicate, set priorities, and organize the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations; Ability to communicate tactfully and effectively, both orally and in writing, in order to meet program objectives. This may include preparing reports in various formats and presenting data to various organizational levels; Advanced knowledge of the technical health care process as it relates to access to care; Advanced knowledge of managing a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment; Advanced knowledge of policies and procedures associated with operational activities that affect the patient flow, patient care, and the revenue process; and Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Experience may also include assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; providing guidance to staff members to include changes in policies and procedures; distributing and balancing workload; creating and maintaining employee work schedules; and organizing the work structure of his/her assigned area. Grade Determinations: GS-08 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. Candidates must demonstrate all of the Knowledge, Skills, and Abilities (KSAs) below: i. 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. 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 in a patient support setting. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. 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. References: VA Handbook 5005/117 Part II Appendix 45 Qualification Standards for 0679 Medical Support Assistants. The full performance level of this vacancy is GS-08. Physical Requirements: The work is sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing, and bending. No special physical qualifications are required.

Education

There is no education substitution at this grade level.

Contacts

• Address San Francisco VA Medical Center 4150 Clement Street San Francisco, CA 94121 US
• Name: Marcus Garrison
• Phone: 559-225-6100 X6339
• Email: [email protected]