Supervisory Medical Support Assistant

01Basic 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. None. Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. Licensure/Certification/Registration. None. Grandfathering Provision.

Employees in VHA in this occupation, under a permanent, appropriate, and legal placement on the effective date of the qualification standard, are considered to have met all qualification requirements for the grade and/or assignment held, including positive education and registration/certification where applicable.

For employees who do not meet all the basic or assignment-specific requirements in this standard but met the qualifications applicable to the position at the time they were appointed, the following provisions apply: (1) 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. (2) Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of re-entry to the occupation.

NOTE: This provision is not intended to regularize appointments/ placements. Foreign Education. To be creditable, education completed outside the U.S. must be deemed at least equivalent to that gained in a conventional U.S. program by a private organization specializing in the interpretation of foreign educational credentials. Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. English Language Proficiency.

Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).

02Grade Determinations

. In addition to the basic requirements for employment, candidates must meet the following grade-determining criteria for placement at grade levels specified. Supervisory Medical Support Assistant, GS-08. (1) Experience. One year of creditable experience equivalent to the next lower grade. (2) Knowledge, Skills, and Abilities (KSAs). In addition to the experience above, the candidate must demonstrate the following KSAs: (a) Advanced knowledge of managing or leading patient support staff in a clinic.

This includes independently utilizing reference sources, decision making, and 13 empowering the team to collaborate and resolve problems within a complex systems environment. (b) 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. (c) 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. (d) Ability to provide briefings, orientations, staff development, and training in a patient support setting. (e) Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-8. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-8 to ???????GS-8.

Functions or Scope of Assigned Duties: 25% Medical Support Assistant: The MSA is responsible for scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines.

Assignments at this level include, but are not limited to: scheduling, canceling, rescheduling patient's appointments; monitoring the electronic wait list; Assists other Patient Aligned Care Team (PACT) members in identifying appointments are verified as checked out or no showed; verifying and updating demographics; and discussing basic eligibility and co-pays with patients.

The MSA verifies that insurance information is accurate and complete at time of visit or as requested by veteran and is updated using current software. Complies with the mandatory training requirements for the outpatient scheduling process. 25% Advanced Scope: Advanced Scope: In addition to the full performance duties of the GS-679-5 MSA, the Advanced MSA works collaboratively in an interdisciplinary coordinated care delivery model in a Primary Care setting.

The Advanced MSA coordinates with the PACT to review the clinic utilization by using various reports (e.g., Clinic Utilization Statistical Summary), ensure that the clinic setup is closely monitored to effectively support the needs of the clinic, and make any necessary adjustments to the provider matrices by means coordinating with supervisors.

They develop/maintain effective and efficient communication with the patient, interdisciplinary team, VA medical centers, and other agencies. (e.g., assist with communications; communicate with non-VA medical facilities; facilitate/process secure messaging with the patient and team).

Other assignments at this level include, but are not limited to: Telephone practices; ensure telephonic requests from community care providers and/or internal staff are accurately documented in CPRS and the correct VHAPORHCS medical team members are alerted. Assures ALL calls are processed in a timely manner with minimal wait times, while upholding the standard of warm hand-offs.

50% Supervision: Supervisory MSA's plan and direct programs at medical centers and/or satellite outpatient clinics and have full supervisory responsibility.

Assignments at this level include, but are not limited to: assigning and evaluating the work of direct report staff including the Lead MSA; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems in order to make recommendations for improved operation; identifying educational or training needs; making final decisions on selections; evaluating performance, and taking disciplinary action when necessary; making PACT staffing determinations.

The employee has full administrative and professional responsibility for planning and directing the MSA's activities. Responsible for extracting and analyzing data in order to provide reports in support of performance measures to senior management.

1. Supervisory Controls: Employee plans and organizes work with general assistance of the supervisor as to meet local and VA-wide time frames to complete analysis requirements, reports and special assignments and only refers to the non-routine and high technical problems to his/her supervisor. The incumbent is responsible for reporting backlogs, difficulties in meeting deadlines, uncooperative physicians, or difficulty in securing information from clinicians or the record.

Responsible for maintaining the confidentiality of information obtained to carry out required duties. Routinely communicates with physicians, case managers, and other allied health professional staff using sound interpersonal skills and is constantly aware of the sensitive information. Otherwise, works independently making decisions based on guidelines, precedents and regulations and performs duties in such a manner that only minimal supervision is required.

Performance is judged in terms of overall effectiveness of the operation through broad general objectives, the adequacy and accuracy of the work, timeliness, and conformance to established procedures, policies and instructions. The employee reports directly to the Administrative Director of the Primary Care Division. Work Schedule: ???????Monday-Friday, 0700-1530 or 0730-1600 Compressed/Flexible: No Telework: No Virtual: This is not a virtual position.

Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.