This Supervisory Medical Support Assistant (SMSA) position is in the Health Administration Service of the Veterans Health Care System of the Ozarks located in Fort Smith, Arkansas at the VA Community Based Outpatient Clinic 5700 Phoenix Place, Fort Smith, AR 72903.

Duties

The Supervisory MSA serves as supervisor to the Community Based Outpatient Clinics under the supervision of the Chief, Health Administration Service. He/She serves as a resource in providing technical counsel to meet procedural, legal and administrative requirements relating to the care and treatment of patients, thus achieving maximum utilization of this medical center's resources Incumbent has responsibility for administrative coordination of clinic preparation activities, and integration of administrative functions with the primary care services. Incumbent is responsible for budget management, ensuring correct certification of invoices and timely payment to vendors in fund controls supervised. Duties of the position may include but are not limited to: Formulates policies and operational directives, which affect all clinical and administrative activities within the medical center. Assigns and evaluates the work of subordinate staff. Resolves complex problems to ensure patient services are met. Evaluates new products. Evaluates new systems to make recommendations for improved operations. Identifys educational or training needs. Makes final decisions on selections. Evaluates performance and taking disciplinary action when necessary. Extracts and analyzes data to provide reports in support of performance measures to senior management. Orients and assists new employees to the service in VA policies and procedures, VISTA, CPRS and all administrative activities. Works proactively to resolve issues of concern and conflicts that may result between medical practice and official policy. Assures that all supervised staff receives all required annual training. Responsible for the competencies for all supervised staff. Develops and/or coordinates to assure position descriptions, performance requirements and job analysis for all subordinate positions are in accordance with current policy. Plans and/or coordinates a formal orientation and training and assures training programs for new employees are completed as required to achieve efficiency of operations on a daily and long-term basis. Provides direct supervisory control of employees assigned to the section assuring their proper training. Monitors personnel assignments, work distribution and work performance to assure adequate service is being provided and work is properly distributed to accomplish the workload. Evaluates and coordinates efforts to reward and take disciplinary measure as appropriate. There are to be no more than four instances of non-compliance during rating period. Completes required reports timely and immediately addresses any needed adjustment in work site to avoid future such accidents. Plans and organizes work with general assistance from the supervisor as to meet local and VA-wide time frames to complete analysis requirements, reports and special assignments and only refers to the non-routine and high technical problems to his/her supervisor. Responsible for reporting backlogs, difficulties in meeting deadlines, uncooperative physicians, or difficulty in securing information from clinicians or the record. Responsible for maintaining the confidentiality of information obtained to carry out required duties. Communicates with physicians, case managers, and other allied health professional staff using sound interpersonal skills and is constantly aware of the sensitive information. Works independently making decisions based on guidelines, precedents and regulations and performs duties in such a manner that only minimal supervision is required. Provides the customers with consistent information according to established policies and procedures. Handles conflict and problems in dealing with the customer constructively and appropriately. Work Schedule: Monday - Friday, Set hours can vary and will be discussed upon interview Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 564-00114-F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): 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. Certification. None required. English Language Proficiency. Medical Support Assistants must be proficient in spoken and written English in accordance with VA Policy. 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: To qualify for the GS-08 level, your resume must demonstrate you possess the required experience necessary to possess the Knowledge, Skills, and Abilities (KSAs) required for the grade. Be specific when describing the job duties that demonstrate you possess the KSAs listed. Resume must include hours per week for work experience credit. Supervisory Medical Support Assistant, GS-08 (a) Experience One year of specialized experience equivalent to the GS-07 level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Specialized experience includes: Either utilizing patient systems to provide interdisciplinary support to multiple clinics, providing staff training, managing staff workload, following up on pending issues OR performing supervisory duties including work assignments, performance evaluations, selection of staff, delegating authority, providing staff development, and overseeing people and programs in a patient support setting. (b) 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. (c) Demonstrated Knowledge, Skills, and Abilities (KSAs). In addition, you must demonstrate ALL of the following KSAs in your resume: 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. 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 in a patient support setting. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. 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 G45 VA Qualification Standard for Medical Support Assistant, GS-0679. Preferred Experience: Experience with VA policies / procedures, VISTA, CPRS, and typical admin activities of this series of ambulatory healthcare position. Experience with position descriptions, performance requirements, and job analysis in accordance with current VHSO policies. Experience with direct supervisory control of employees in a hospital or clinic, and staff training and performance measures. The full performance level of this vacancy is GS-08. Physical Requirements: Work is performed in an office/clinic setting with minimal risks that requires normal safety precautions; the area is adequately lighted, heated, and ventilated. However, the work environment requires someone with the ability to handle several tasks at once in sometimes stressful situations. Physical aspects associated with work required of this assignment are typical for the occupation, see Duties section for essential job duties of the position. May require standing, lifting, carrying, sitting, stooping, bending, pulling, and pushing. May be required to wear personal protective equipment and undergo annual TB screening or testing as conditions of employment.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Foreign Education. To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs.

Contacts

• Address Fayetteville AR VA Medical Center 1100 North College Avenue Fayetteville, AR 72703 US
• Name: Joshua Bullock
• Phone: 4792366362
• Email: [email protected]