Located in the Radiology Service area, the Supervisory Medical Support Assistant serves as the direct supervisor for Radiology Service Advanced Medical Support Assistants (AMSA). The Supervisory Medical Support Assistant is proficient in all appointment scheduling and consult functions. The position provides support work in connection with the care and treatment provided to patients in clinics, wards, or other such units as assigned.

Duties

Incumbent(s) must be able to train staff on the requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities. Incumbent must screen/receive phone calls in a courteous and timely manner, determine the nature of requests and provide the information desired using privacy rules and established clinic processes. Schedule appointments accurately and in a timely manner. All appointments will be made with the patient's input, either in person or by phone. Notifies his/her supervisor when clinic access is less than desirable or if an individual patient cannot be scheduled within mandated clinic time frames. Incumbent(s) will rotate this to assure all MSA staff is in attendance and understand the process. independently manage position responsibilities with little supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs. Responsible for administrative coordination of clinic preparation activities, and integration of administrative functions with surgical services. Assures that all supervised staff receives all required annual training. The incumbent is responsible for the competencies for all supervised staff. 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. Ensure adequate leave coordination to avoid inability to properly respond to the needs of the service. Monitors personnel assignments, work distribution and work performance to assure adequate service is being provided and work is properly distributed to accomplish the workload. Independently carries out a wide variety of tasks involving atypical problems or complex situations. Advises Lead MSA of requirements for on the job training for new MSAs. Responsible for extracting and analyzing data to provide reports in support of performance measures to senior management. Ensures all necessary medical data (x-ray and lab reports, admit orders, etc.) is available to clinicians prior to patients' arrival and assists with keeping program staff of any changes/problems that might be encountered. Responsible to keep the AO and Chief of Imaging abreast of any unusual circumstances or issues that may arise when scheduling patients. If there are any obstacles with the routine process of scheduling, is responsible to notify supervisor. Work Schedule: Full-Time, Monday-Friday 07:30AM-4PM. Telework: Eligible - Ad-Hoc Position Title: Supervisory Medical Support Assistant Functional Statement #: 00000 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. English Language Proficiency: MSAs must be proficient in spoken and written English 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). Preferred Experience: No less than one (1) year of prior or current supervisory experience. Grade Determinations: In addition to the basic requirements above, all applicants must also meet the following grade requirement for a Supervisory Medical Support Assistant, GS-0679-8. They must have one (1) year of experience equivalent to the GS-7 grade level and also be able to demonstrate the KSAs listed 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 G45 Dated August 1, 2019; Medical Support Assistant Qualification Standard GS-0679. https://vaww.va.gov/OHRM/Directives-Handbooks/Documents/5005.pdf The full performance level of this vacancy is GS-8. Physical Requirements: The work is primarily sedentary with prolonged periods of sitting. The work requires moderate lifting, carrying, pushing, standing; reaching above shoulder; use of fingers; ability to read without strain; ability to hear the whispered voice with or without hearing aid; emotional & mental stability.

Education

There is no educational substitution at the GS-08.

Contacts

• Address Tucson VA Medical Center 3601 South Sixth Avenue Tucson, AZ 85723 US
• Name: Austin Hoglund
• Phone: (602) 877-4927
• Email: [email protected]