Supervisory Medical Support Assistant

Summary

The Supervisory MSA (Scheduling Supervisor) at this level plans and directs programs at a medical center and/or satellite outpatient clinic or offsite location and is delegated full supervisory responsibility. The Supervisory MSA is delegated full administrative responsibility for planning and directing the MSA's activities under the following sections in Health Administration Service (HAS) - including but not limited to, Mental Health, Medicine, Primary Care, Specialty Care, etc.

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Overview

• Accepting applications

• Open & closing dates

03/06/2024 to 03/13/2024

• Salary

$54,292 - $70,578 per year

Salary range based on Rest of UnitedStates pay table; final salary to be based on duty location's appropriate locality table.

• Pay scale & grade

GS 8

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Locations

2 vacancies in the following locations:

• Edinburgh, IN

• Terre Haute, IN

• 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 -

• Service

Excepted

• Promotion potential

None

• Job family (Series)

0679 Medical Support Assistance

• Supervisory status

Yes

• Security clearance

Other

• Drug test

No

• Position sensitivity and risk

Non-sensitive (NS)/Low Risk

• Trust determination process

Suitability/Fitness

Credentialing

• Announcement number

CBSR-12342007-24-SN

• Control number

779974400

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This job is open to

• Internal to an agency

Current federal employees of this agency.

Clarification from the agency

Open to current, permanent employees of the Richard L. Roudebush VA Medical Center & subsidiary CBOCs.

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Duties

• Supervision. Carries out a full range of administrative and supervisory duties, to include assignment of work, performance evaluations, selection of staff, and recommendations for awards and advancements. Organizes work, sets priorities, and delegates tasks and responsibilities in order to meet deadlines. Communicates skillfully with individuals in order to obtain the desired effect, while ensuring compliance with established policies and regulations. Manages staffing requirements, manages priorities, and coordinates work in order to complete duties in an accurate and timely manner. Follows up on pending issues while demonstrating an understanding of the impact of work not completed. Provides briefings, orientations, staff development, and training.

• Resource Management. Manages fiscal matters, forecasts resource and equipment needs, and identifies budgetary needs.

• Demonstrates Courtesy and Professionalism. Shows courtesy, respect, and a positive attitude toward patients, co-workers, subordinate staff, and the public. Demonstrates ability to collaborate, communicate, set priorities, and organize work in order to meet deadlines and to ensure compliance with established processes, policies, and regulations.

• Identifies Customers' Concerns. Applies discernment and sensitivity when performing tasks required to resolve issues accurately and timely. Facilitates any necessary follow-up so as to ensure satisfactory resolution. Communicates tactfully and effectively, both orally and in writing, in order to meet program objectives. Demonstrates advanced knowledge of technical health care processes as they relate to patients' access to care. Collaborates, communicates, and demonstrates customer service and interpersonal skills with all healthcare professionals in order to ensure quality and continuity of care and as well, to ensure compliance with established policies and regulations.

• Advanced Clinical Support. Demonstrates advanced knowledge of managing a clinic and authoritatively utilizes various reference sources. Makes decisions and empowers others to collaborate in order to resolve problems within a complex systems environment. Applies authoritative knowledge of policies and procedures associated with operational activities that affect patient flow, patient care, and the revenue process.

• Operates Computerized Programs. Utilizes computerized programs and databases in order to enter, modify, and retrieve sensitive information and various data into or from electronic medical records, scheduling systems, authorization systems, and/or reporting formats. Maintains patient confidentiality with written and verbal information, per HIPAA requirements. This may include preparing reports in various formats and presenting data to various organizational levels.

• Applies Knowledge of Medical Terminology. Demonstrates advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians in order to be able to communicate effectively with both professional and non-professional employees in a variety of occupations and at various levels of responsibility.

• Employee Education. Complies with Employee Education requirements by completing mandatory annual assignments through the TMS and complies with any other training or education requirements as determined by the supervisor.

• Other assignments. Include, but are not limited to: participating and providing input in problem solving on operational issues or procedures in team meetings; performing administrative follow-up actions; participating in and independently following up on team huddles by sharing information and collaborating with clinical staff to assure continuity of care; monitoring encounter activity to ensure timeliness standards are met for billing and workload capture.

Work Schedule: Monday-Friday 7:30am-4pm, no weekends/holidays

Compressed/Flexible: Not Available

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: PD914060 and PD914560

Relocation/Recruitment Incentives: Incentives are not authorized for this vacancy.

Financial Disclosure Report: Not required

Travel: required, applicants must possess valid drivers license

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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

You must include qualifying specialized experience employment periods in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume; Failure to include all requirements in your resume will result in disqualification. Please refer to https://www.usajobs.gov/help/faq/application/documents/resume/what-to-include/ for additional information on resume requirements.

Basic Requirements:

• Education and 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 one year above high school;

• OR equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable

Grade Determinations: To qualify for the GS-8 grade level, you must have one year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support in a non-VA medical inpatient, outpatient, or interdisciplinary setting.

In addition, candidates must demonstrate, in your resume, 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.

Preferred experience: Performing ADPAC duties and experience with Encounters

References: VA Handbook 5005/117, Part II, Appendix G45

Physical Requirements: The duties of the position require periods of sitting, standing and walking. Some stressful situations may occur when communicating with patients and their families who may have multiple physical, mental and psychosocial problems and needs. There may be occasional visits to on and off-site VA nursing homes and clinics for patient and staff education regarding scheduling. Incumbent must communicate effectively to individuals as well as in a group setting.

Education

There is no educational substitute for this grade level.

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.

Additional information

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

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

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

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.

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.

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.

If you are unable to apply online view the following link for information regarding an Alternate Application.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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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.

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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.

NOTE: You must include qualifying specialized experience employment periods in mm/yyyy to mm/yyyy format on your resume and indicate Full-Time or Part-Time (if Part-time, must include # of hours worked per week). AND, if you have held a Government position, that position's grade level MUST be listed on your resume; Failure to include all requirements in your resume will result in disqualification. Please refer to https://www.usajobs.gov/help/faq/application/documents/resume/what-to-include/ for additional information on resume requirements.

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.