Supervisory Medical Support Assistant

Summary

This Supervisory Medical Support Assistant (SMSA) position is in the Health Administration Service of the Michael E. DeBakey VA Medical Center located in Houston, TX.

Position(s) are physically located in various departments and VA Outpatient Clinics in the Houston area. Please select all locations you are willing to consider. Once selected for a specific location as indicated in your application, changes in assigned location after selection will not be considered.

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Overview

• Accepting applications

• Open & closing dates

03/15/2024 to 03/29/2024

• Salary

$54,292 - $81,392 per year

• Pay scale & grade

GS 8

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Locations

Few vacancies in the following locations:

• Beaumont, TX

• Conroe, TX

• Galveston, TX

• Houston, TX

• Show more locations (5)

• Katy, TX

• Lufkin, TX

• Richmond, TX

• Texas City, TX

• Tomball, TX

• Remote job

No

• Telework eligible

No

• Travel Required

Occasional travel

• If selected for the Richmond or Sugar Land locations, travel is required between the two sites.

• 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

Credentialing

Suitability/Fitness

• Announcement number

CBST-12352403-24-SED

• Control number

781822500

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This job is open to

• The public

U.S. Citizens, Nationals or those who owe allegiance to the U.S.

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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

The Supervisory Medical Support Assistant (SMSA) serves as the direct line supervisor for the Lead Medical Support Assistant(s) and all Medical Support Assistant staff and is a foundational role within the VHA Patient Aligned Care Team (PACT) initiative and all interdisciplinary clinics that support the initiative to include Specialty, Mental Health and Call Center. Duties may include but are not limited to:

• Plans and directs programs at medical centers and/or satellite outpatient clinics

• Holds full supervisory responsibility for supervising at least one subordinate team leader or supervisor.

• Assigns and evaluates the work of subordinate staff

• Resolves complex problems to ensure patient services are met

• Evaluates new products, equipment, and systems in order to make recommendations for improved operations

• Identifies educational or training needs

• Makes final decisions on selections

• Evaluates performance, and takes disciplinary action when necessary.

• Plans and directs the activities of MSAs

• Extracts and analyzes data to provide reports to senior management.

• Works collaboratively in an interdisciplinary coordinated care delivery model (i.e. PACT, Specialty, Mental Health, Ancillary, and Call Center) for Primary Care Clinics and also Specialty Clinics for the proper and timely treatment of patients

• Assures appointment schedules are maintained by MSA staff for one or more outpatient clinics.

• Assists with clinic access contingency plans to ensure coverage of vital areas.

• Supports patient safety standards using the correct Veterans Affairs identification of all patients.

• Assures MSAs explain the VA's mandate to collect insurance information to Veterans, their families, and other eligible patients. Assures staff collects, scans, and updates health insurance information serving a major role in the revenue process.

• Promotes veteran registration for and utilization of MyHealtheVet (MHV).

• Assures quality front line contact with patients and staff.

• Ensures that all necessary health/administrative information is integrated into Computerized Patient Record System (CPRS).

• Screens/receives phone calls in a courteous and timely manner, determining the nature of requests and providing the information desired.

• Trains staff on the requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities.

• Participates in the daily teamlet huddles and weekly team meetings where patient care planning and management occur.

• Independently manages position responsibilities with little supervision

• Sets priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs.

• Assists other MSAs with duties such as, but not limited to the Beneficiary Travel Program, Health Benefits Advisor Office, and Member Services

Work Schedule: Various tours of duty are available such as, but not limited to: Monday

• Friday, 7:30am-4:00pm, 8:00am-4:30pm. Work schedule will be discussed during interview. Your tour of duty may change depending upon organization need.

Travel: If selected for the Richmond or Sugar Land locations, travel between the two sites is required.

Recruitment Incentive (Sign-on Bonus): Not authorized

Permanent Change of Station (Relocation Assistance): Not authorized

Pay: Competitive salary and regular salary increases. When setting pay, a higher step rate of the appropriate grade may be determined after consideration of existing pay, higher or unique qualifications, or special needs of the VA (Above Minimum Rate of the Grade).

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). Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

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: Not available

Virtual: This is not a virtual position.

Functional Statement #: 580-00010-F

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 evaluation.

• 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

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 Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.

• Certification. None required.

• English Language Proficiency. Medical Support Assistants must be proficient in spoken and written English in accordance with VA Policy.

Grade Determinations. To qualify for the GS-08 level, your resume must demonstrate you possess the required experience necessary to possess the Knowledge, Skills, and Abilities (KSAs) required for the grade. Be specific when describing the job duties that demonstrate you possess the KSAs listed. Resume must include hours per week for work experience credit.

Supervisory Medical Support Assistant, GS-08

(a) Experience One year of specialized experience equivalent to the GS-07 level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.

Specialized experience includes:

• Either utilizing patient systems to provide interdisciplinary support to multiple clinics, providing staff training, managing staff workload, following up on pending issues
• OR performing supervisory duties including work assignments, performance evaluations, selection of staff, delegating authority, providing staff development, and overseeing people and programs in a patient support setting.

(b) 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.

(c) Demonstrated Knowledge, Skills, and Abilities (KSAs). In addition, you must demonstrate ALL of the following KSAs in your resume:

• 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:

• Lead MSA or Supervisory MSA experience in clinical outpatient care

• Ability to work with minimal supervision

Resume must include hours per week for work experience credit.

References: VA Handbook 5005/117 Part II, Appendix G45 VA Qualification Standard for Medical Support Assistant, GS-0679.

The full performance level of this vacancy is GS-08.

Physical Requirements: Work is sedentary but also demands standing, walking, bending, twisting, and carrying light items.

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/.

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.

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.

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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.

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.