This position is located in the Community Care Section of the Miami VA Healthcare System. The Supervisor Medical Support Assistant (MSA) is a foundational role within the Community Care Service/Section and is responsible for Community Care coordination for all Community Care outpatient specialty clinics electronically consulted through Computerized Patient Record System (CPRS); along with processing authorization through Community Care systems scheduling Veterans through VISTA/VSE/HSRM.

Duties

This position serves as a Supervisory Medical Support Assistant in Community Care Service. The Supervisor MSA performs administrative work within the main facility. The Supervisory Medical Support Assistant (MSA) is responsible for coordinating, directing and assuring quality management of the administrative activities related Community Care service and clinics. 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 decisions on selections; writing functional statements, evaluating performance, conducting complaint resolution, and taking disciplinary action when necessary. Other administrative and management responsibilities are to include but are not limited to: Responsible for the management of the scheduling functions completed by Community Care Outpatient Clinics MSAs. The employee has full administrative and professional responsibility for planning and directing the MSA/AMSA/scanner's activities who reside within Community Care Service. Performs work in support of the general management and/or program analysis in which knowledge of the purpose, operation, methodology, and techniques characteristic of specific management/program analysis functions is required. Performs work in support of general management and/or program analysis functions in which knowledge of the purpose, operation, methodology, patient movements, Admissions, Discharges, Transfers, Absent Sick in Hospital (ASIH), and techniques characteristic of specific management/program analysis functions is required. The Supervisory MSA is responsible for operational integrity and control of the full range of administrative support activities in support of the Community Care and its evolving agencies. Performs work in support of specific programs and services provided to an organization. Such work requires knowledge of the operations, procedures, and techniques associated with the programs within Community Care Specialty Clinics. Identifies opportunities to improve efficiency, effectiveness and outcomes of care processes; identifies areas requiring attention and recommends and coordinates course of action through Chief, of Community Care Service. Advises and assists in determining program needs to assure maximum utilization of equipment, staff and funds available. Responsible for the day-to-day oversight and supervision of Community Care Outpatient Clinics. Maintains inventory of all supplies utilized by Community Care Section employees. Orients new employees to the operation of the section, develops training plans, and oversees training in established Community Care administration policies, procedures and duties. Carries out administrative processing activities associated with involuntary admission, treatment and commitment of patients under the Florida Mental health Act. Assists with the planning and directing the MSA/AMSA/scanner's activities who reside within Community Care Service. Day to Day work will require high degree of knowledge in CPRS, VISTA, Community Care processes, Scheduling Directives and Bed Management Systems. The MSA Supervisor provides oversight of the MSA/File clerk scanners within Community Care. Performs reviews and audits on numerous/voluminous medical reports from non-VA health care facilities to ensure documents are scanned in accordance with scanning guidelines. Ensures receipts, intake and indexing of health and/or administrative information is correct and accordance with scanning guidelines. Supervisor makes assignments by defining the overall objectives, priorities, and deadlines and assist with unusual situations that do not have clear precedents. Independently plans the work; resolves problems for the unit and of the employees assigned to the team, carries out successive steps of assignments; and makes adjustments using accepted standard operating procedures or practices. Handles problems and/or deviations that arise in accordance with established policies, regulatory and administrative guidelines, directives, instructions, and accepted practices in the occupation and refers new or controversial issues to the supervisor for direction and/or assistance. The Supervisor maintains confidentiality and ensures an employee right to privacy is not compromised. The Supervisor reviews work for results achieved, technical soundness, and conformance with applicable regulations, policies and requirements. Work Schedule: Monday-Friday 7:30am-4:00pm Telework: Ad-hoc Virtual: This is not a virtual position. Functional Statement #: 51203F Recruitment Incentives: Authorized Permanent Change of Station (PCS): Not authorized

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 or other 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. 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: Such employees may be reassigned, promoted, or [changed to a lower grade] within the occupation. 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. 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. 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. 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 3j. 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: 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. Preferred Experience: At least 1-year experience as a Lead or Supervisor. At least 3- years scheduling experience. Possesses interpersonal skills to motivate and provide direction to diverse staff. Ability to provide customer service and solve complex administrative problems in a health care setting. Must be capable of functioning independently and making complex decisions. Ability to use computer applications such as Microsoft Outlook, Power Point, Word, and Excel. References: VA Handbook 5005/53 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

Important: There is no substitution of education.

Contacts

• Address Bruce W Carter Department of Veterans Affairs Medical Center 1201 Northwest 16th Street Miami, FL 33125 US
• Name: Jeannette Ortiz
• Phone: 813-816-7155 X100222
• Email: [email protected]