Supervisory Medical Support Assistant
What you'd do
The East Orange VA Medical Center is recruiting for a Supervisor Medical Support Assistant (MSA), in East Orange, NJ. The Supervisory MSA is the primary supervisor of all subordinate Medical Support Assistants assigned to the Medical Administrative Service. The Supervisory MSA is responsible for planning, organizing, and directing the work of lower medical support assistants.
Major duties
Total Rewards of a Allied Health Professional Major Duties include but are not limited to: Supervising the overall functions of Medical Administration in Ambulatory Care and Processing Section related to Clinic Support Staff, Admission and Discharge area, Clinic Control, Beneficiary Travel, Transfer, Decedent Affairs, Emergency Room, Pre-Admission Testing (PAT), and Legal section. The Supervisory MSA serves as the liaison to other Services to ensure patient care, plans and directs programs at the medical center and other facilities. Advises Section Chief, Assistant Chief, Chief, MAS in budget planning, recommends staffing, space and equipment requirements, assists in development of long and short range goals, prepares reports reflecting operational trends, participates actively in MAS systematic review program, serves as key figure in coordination of matters pertaining to Ambulatory Care and Processing section with professional staff at all levels. Has authority to make decisions in matters pertaining to work design and workflow within the unit and coordinates activities with other areas of MAS. Monitors the scheduling and admission activity which impacts heavily on the funding of the medical center and efficiency of these operations. Observes clinic and admission areas to detect unusual and disturbing situations, backlogs or delays and when necessary intervenes to expedite the delivery of care or assistance to veterans. Receives complaints and inquires, put the veteran at ease by attentive listening, determines the nature of the problem, provides information and initiates appropriate action to resolve problems. Interprets a variety of policies, regulations and procedures related to Medical Administration to develop and resolve disputes. Reviews, extracts and analyzes various data for significant facts before submitting reports to management for final review. Responsible for scheduling inter-facility appointments and serves as the liaison between both campuses. Manages and works closely with all MAS Outpatient Clinics. Reviews the scheduling process in order to detect out-of-line situations and propose appropriate solutions. Identifies and solves problems, ensuring and reflecting the mission of the VA and the facility with all customers. Communicates and promotes the goals of the service with staff. Responsible for the oversight of insurance capture and verification program; ensures that the processes and procedures in the insurance program are followed. Responsible for the work production of the employees assigned to the unit and has responsibility of the administrative processing of the patients perpetual bed inventory, legal entitlement to medical benefits administered by the VA and Ambulatory Care & Processing Section and outpatient care programs. Responsible for planning the accomplishment of the various unit functions, assuring work is processed accurately and timely to maintain proper quantity flow of quality work. Assigns and readjusts functions to meet special assignments or procedural changes and ensures maximum staff accountability. Identifies employees' goals and objectives for improvement of daily functions, gives directions and evaluates the success of change implementation in all work areas. Responsible for planning and directing the MSA's activities. Responsibility as front line supervisor for Medical Support Assistants and Program Support Clerks in the following areas: Admission and Discharge, Receptionists, Beneficiary Travel, Legal/Commitments, Travel, Decedent Affairs, Transfer clerks, Emergency Room clerks and MAS supported clinics. Supervises up to 40 Medical Support Assistants and Leads, GS-679-5, 6, and 7 and other occupations and contractors. Performs other related duties as assigned. Work Schedule: Monday - Friday 8:00 am - 4:30 pm Pay: Competitive salary and regular salary increases 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) 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: Ad-Hoc Only Virtual: This is not a virtual position. Functional Statement #: 21U47-A
What you need to qualify
Basic Requirements: Citizenship. Be a citizen of the United States (U.S.). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. § 7407(a). 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. 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). Creditable Experience. To be creditable, the experience must have required the use of knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid or non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level of the position being filled. For all assignments above the full performance level (FPL), the higher-level duties must consist of significant scope, administrative independence, complexity, 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. Grade 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: 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. 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. Assignment. For all supervisory assignments the Supervisory MSA must spend 25% or more of their time providing administrative and technical supervision and perform major duties above those at the FPL that consist of significant scope, complexity, difficulty, and variety. 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 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. 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-08. The actual grade at which an applicant may be selected for this vacancy is GS-08 Physical Requirements: See VA Directive and Handbook 5019
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