Lead Medical Support Assistant

Summary

The incumbent serves as a Lead Medical Support Assistant (MSA) and performs clerical and administrative support in the coordination, care, and treatment provided to patients throughout the Primary Care/Specialty Medicine Service Line (PC/SM SL) within the Fargo VA Health Care System (VAHCS).

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Overview

• Accepting applications

• Open & closing dates

04/18/2024 to 05/02/2024

• Salary

$49,025 - $63,733 per year

• Pay scale & grade

GS 7

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Locations

1 vacancy in the following locations:

• Bismarck, ND

• Jamestown, ND

• Remote job

No

• Telework eligible

No

• Travel Required

25% or less

• You may be expected to travel for this position.

• Relocation expenses reimbursed

No

• Appointment type

Permanent -

• Work schedule

Full-time

• Monday

• Friday 8:00AM - 4:30PM

• Service

Excepted

• Promotion potential

7

• Job family (Series)

0679 Medical Support Assistance

• Supervisory status

No

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

Credentialing

• Announcement number

CBCT-12384415-24-DLF

• Control number

787394300

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This job is open to

• Career transition (CTAP, ICTAP, RPL)

Federal employees who meet the definition of a "surplus" or "displaced" employee.

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

Open to current permanent employees of the facility and CBOCs where this vacancy is located serving on career/career-conditional appointments and past, current, upcoming VHA Health Professional Trainee eligible (HPT).

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Duties

The Lead MSA is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. Assignments at this level include, but are not limited to:

• Ensuring accurate and timely scheduling of appointments.

• Providing guidance to staff members, to include changes in policies and procedures, creating and maintaining employee work schedules.

• Acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.

• Ensuring MSA coverage for all departments of responsibility, oversight of weekly scheduling audits and data collection to ensure a high quality of work.

• Assisting with orientation, on-the-job training for new hires, and mentoring new/current employees.

• Providing oversight of MSAs to resolve day-to-day conflicts and works closely with Program and Nurse Manager's as needed if conflicts escalate.

• Communicating with providers (Physicians, Nurse Practitioners, and Physician Assistants), nurses, case managers, and other allied health professional staff using sound interpersonal skills and is constantly aware of the sensitive information.

• Assisting with coordination of clinic flow, establishment of outpatient clinics, workload capture, and other administrative support functions associated with the day-to-day clinic operations.

• Managing clinic scheduling by assisting with deletion of recalls, opening clinic slots, establishment of new clinics/monitoring clinic profiles, canceling/ opening clinics and canceling/rescheduling patient appointments as needed, including TMED appointments.

• Assisting the supervisor in monitoring and ensuring the integrity of various databases, to include the Electronic Wait List (EWL), consult management, ion required, recall reminder management, the Insurance Capture Buffer (ICB) system, and other reports and data used in the management of administrative and customer service within the service line.

• Ensuring front line scheduling staff understand and appropriately use administrative support packages, to include VetLink/Kiosks, scheduling, EWL, consult management, preregistration, clinic appointment profiles, information security, recall reminder software, recall delinquencies, insurance capture, the completion of text orders, and other critical administrative tools.

• Providing coverage to departments within the Primary Care and Specialty Medicine Service Line during periods of absence and serves as backup coverage for other Lead MSA.

Work Schedule: Full-Time, Monday-Friday, 8:00AM - 4:30PM

Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.

Virtual: This is not a virtual position.

Functional Statement #: 00000

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job.

• Selective Service Registration is required for males born after 12/31/1959.

• Must be proficient in written and spoken English.

• You may be required to serve a probationary period.

• Subject to background/security investigation.

• Selected applicants will be required to complete an online onboarding process.

• Must pass pre-employment physical examination.

• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP)

• See "Additional Information" below for details.

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: (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

• Equivalent combination of experience and education.

• 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.

• Certification: None required.

Grandfathering Provision:All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all the qualification requirements for the title, series, and grad held, which are ] part of the basic requirements of the occupation.

Grade Determinations: In addition to the basic requirements for employment listed in paragraph 3 above, the following education and experience criteria must be met when determining the grade of candidates:

Specialized Experience for the GS-07: You must have one year of specialized experience equivalent to at least the next lower grade (G-06) in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Ensuring accurate and timely scheduling of appointments, providing guidance to staff members, to include changes in policies and procedures, creating and maintaining employee work schedules, acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts, ensuring MSA coverage for all departments of responsibility, oversight of weekly scheduling audits and data collection to ensure a high quality of work, assisting with orientation, on-the-job training for new hires, and mentoring new/current employees, providing oversight of MSAs to resolve day-to-day conflicts and works closely with Administrative Coordinator as needed if conflicts escalate, communicating with providers (Physicians, Nurse Practitioners, and Physician Assistants), nurses, case managers, and other allied health professional staff using sound interpersonal skills and is constantly aware of the sensitive information and assisting with coordination of clinic flow, establishment of outpatient clinics, workload capture, and other administrative support functions associated with the day-to-day clinic operations. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

AND

Demonstrated Knowledge, Skills, and Abilities (KSA): In addition to the experience above, the candidate must demonstrate all of the following KSAs:

• Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources.

• Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.

• Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.

• Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff.

• Ability to provide staff development and training.

References: VA Handbook 5005 Part II Appendix G45

The full performance level of this vacancy is GS-07.

Physical Requirements: The work performed is predominately clerical in nature and requires no special physical standards. The work is usually performed in an office setting, working with others and/or alone. As typical in an office setting, there is the possibility for multiple distractions from normal operating functions and the incumbent is expected to be able to physically perform the duties of the position, aides permitted (which may include walking, sitting, standing, reaching, and bending.) The work may also include the need for light lifting and carrying (under 15 lbs.) of work materials (i.e.: books, binders, papers, etc.).

Education

There is no substitution of education for specialized experience at the GS-07 level.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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• Benefits

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window

Learn more about federal benefits.

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.