The Supervisory Medical Support Assistant is assigned to the Business Development Service Line (BDSL) located in the Cheyenne VA Health Care System (CVAHCS). Supervisory MSAs at this level plan and direct programs at medical centers and satellite outpatient clinics. Serves as the supervisor for MSAs that are part of the integrated administrative and clinical teams throughout Primary Care, Specialty Care, Mental Health, Community Care, or the Centralized Call Center.

Duties

Total-Rewards-of-an-Allied-Health-VA-Career-Brochure.pdf Medical Support Assistant: vacareers.va.gov/wp-content/uploads/sites/5/Total-Rewards-of-a-MSA-VA-Career-Flyer.pdf Monitors daily staffing levels and ensures equal distribution of workload/coverage daily. Provides technical and administrative leadership to a unit of Lead MSAs, AMSAs, and MSAs. Oversees the daily operation of the unit, ensures that agency policies and priorities are being followed, develops performance standards, and evaluates the work performance of subordinates. Establishes procedures to meet national scheduling standards and consistently monitors the scheduling program to ensure services meet nationally accepted standards. Completes weekly audits and reviews and evaluates the scheduling program for technical soundness, usefulness, and conformance with VA requirements with employee feedback as real-time as possible when issues are discovered. Provides effective planning direction for their program by taking the initiative to identify needs and potential issues/concerns, deciding flexibilities in operations, and constructive, cost-effective approaches to resolving problems. Gives employees advice, counsel, and instruction on work and administrative matters. Interviews candidates for positions in the unit; recommends appointments, promotions, and reassignments to unit positions; identifies and provides for training needs; and finds ways to improve production or increase the quality of work within the area of authority. Maintains reports for managing Return to Clinic Orders, Recalls, Consults, or other requests from Clinical Staff or Patients and ensures work is completed timely. Audits appointments completed by subordinate staff and provide feedback. Responsible for identifying backlogs in workload and potential procedural problems by observing/monitoring the team's activities and bringing them to the attention of the Scheduling Manager or Community Care Manager as appropriate by observation, spot-check, employee reports, and other reporting mechanisms. Collaborates, communicates, sets priorities, and organizes the work to meet deadlines, ensuring compliance with established processes, policies, and regulations. Reviews competency folders for staff regularly to provide up-to-date information. Attends VISN and national calls on scheduling and access, disseminates to staff, and updates competency folders with changes. Responsible for reviewing the work of all MSAs for accuracy and completeness, using current laws and directives. Responsible for incorporating training and education modules into the facility and ensuring integration of new guidance into performance standards. Oversees adopting and utilizing new tools, technologies, and SOPs for staff and facility work plans. Leads the training and integration of new MSAs into their team, including administering and arranging all equipment and systems needed for their role. Assists with and coordinates the preparation and submission of recurring monthly, quarterly, and annual reports. Participates in systematic Internal Reviews and suggests ways to improve overall management. Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative control systems; managing and evaluating the effectiveness of administrative control systems and line or operating programs; and accomplishing, evaluating, and monitoring audits, inspections, or management or internal control reviews. Work Schedule: M-F 7:00 am to 3:30 pm or 8:30 am to 5:00 pm Pay: Competitive salary and regular salary increases Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Ad-hoc Virtual: This is not a virtual position. Functional Statement #: 442-51653-A Financial Disclosure Report: Not required

Requirements

Qualifications

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 and Education: 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; (A transcript must be submitted with your application if you basing all or part of your qualifications on education) OR, 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 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). Grade Determinations: 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. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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, Medical Support Assistant Qualification Standard, dated August 1, 2019 The full performance level of this vacancy is GS-8. Physical Requirements: The work is sedentary. While working in the nursing unit or ED, physical demands include walking, getting up and down from sitting to retrieve various items, and carrying items such as papers, folders, belongings, etc. In addition, crouching and bending are required to file documents and attend to supply needs. Although constant demands, such as continually ringing telephones and continual work interruptions by staff and patients, sometimes make it very difficult for the medical support assistant to leave the work area for even a short period. No special physical demands are required to perform the work.

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Contacts

• Address Cheyenne VA Medical Center 2360 East Pershing Boulevard Cheyenne, WY 82001 US
• Name: Zoe Payomo
• Phone: (925)967-3768
• Email: [email protected]