Lead Medical Support Assistant

U.S. Department of Veterans Affairs; Louisville (KY); On-site; USD 43,000 - 56,000; Full time

Benefits offered by this job

Paid time off

Parental leave

Federal pension / retirement benefits

Health/vision/dental insurance

Job summary

U.S. Department of Veterans Affairs seeks a Lead Medical Support Assistant to manage daily workload, assign work, and ensure staffing coverage across multiple clinics. The role supports interdisciplinary care and uses advanced patient systems to keep schedules aligned with patient needs.

The Lead MSA also guides staff, participates in team huddles, and helps maintain workflow efficiency within the PACT teams, including Primary Care, Mental Health, and Ancillary Services at the VA clinic.

Qualifications

• U.S. citizenship and English proficiency required.
• High school diploma or GED or equivalent is required.
• Experience as Medical Support Assistant or similar role preferred.

Responsibilities

• Assess daily workload and assign tasks to maintain staffing coverage.
• Coordinate with patient care team to support interdisciplinary clinics.
• Review training records and identify staff development needs.
• Process Return to Clinic Orders, Consults, Recalls, and Scheduling Orders.
• Serve as liaison among staff, patients, and providers to resolve conflicts.

Skills

Communication

Staff supervision

Coordination

MSA experience

Electronic health records

Education

High school diploma / GED

Tools

Electronic health records (EHR)

Job description

Summary

Lead MSA is responsible for answering questions for lower graded staff relating to healthcare services in an inpatient or outpatient setting. The Lead MSA monitors and makes work assignments - provides input on performance - resolves daily workplace issues - maintains efficient workflow - and creates a positive work environment. The Lead MSA serves as the subject matter expert and utilizes best practices for the PACT teams - Primary Care - Mental Health - and Ancillary Services offered at the CBOC.

Summary

Lead MSA is responsible for answering questions for lower graded staff relating to healthcare services in an inpatient or outpatient setting. The Lead MSA monitors and makes work assignments - provides input on performance - resolves daily workplace issues - maintains efficient workflow - and creates a positive work environment. The Lead MSA serves as the subject matter expert and utilizes best practices for the PACT teams - Primary Care - Mental Health - and Ancillary Services offered at the CBOC.

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

• 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
• No experience required
• 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 English Language Proficiency
• Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria)
• Grade Determinations: In addition to the basic requirements above - applicants must meet the following experience: Experience: One year of experience equivalent to the GS-6 grade level
• Examples of credible experience at this level include - but are not limited to: Utilizes numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model
• Coordinates with patient care team to review clinic appointment availability to ensure the clinic schedules are closely monitored to effectively support the needs of the clinics and makes necessary adjustments - maintains effective and efficient communication with the patient and various care providers
• processes incoming patient secure messaging through online healthcare portals and coordinates with care team as appropriate
• participates in team huddles and team meetings to manage - plan - problem solve - and follow-up with patient care by sharing information and collaborating with the interdisciplinary team
• setting priorities and deadlines - adjusting the flow and sequencing of the work to meet team and patient needs
• identifies incomplete encounters and communicates findings to providers
• as needed
• assists the team to reinforce the plan of care and self-help solutions
• enters appropriate information into the electronic record
• monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure
• manages patient systems to verify and validate accuracy and resolve issues
• evaluates patient information and clinic schedule lists to determine whether the patient requires an immediate appointment
• informs team members about shared patients
• AND Knowledge - Skills - and Abilities (KSAs)
• In addition to the experience or education above - the candidate must demonstrate 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
• Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff
• 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
• Ability to provide staff development and training
• Ability to manage staffing requirements - manage workflow priorities - and adjust the flow of work to meet team and patient needs
• This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics
• Note: You must provide detailed information of your experience performed
• Information such as ""I was a Medical Support Assistant"" is insufficient to determine your qualifications
• Experience must be fully documented on your resume and must include job title - duties - month and year start/end dates AND hour worked per week
• Note: 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
• For all assignments above the full performance level - the higher-level duties must consist of significant scope - administrative independence - complexity/difficulty and a range of varieties
• 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-07
• The actual grade at which an applicant may be selected for this vacancy is GS-07 Physical Requirements: Work is performed in an office setting and is primarily sedentary
• May require lifting and carrying of light loads (e.g files - records - etc.)

Duties

• VA Careers - Lead Medical Support Assistant: https://youtube.com/embed/UJO_XH5uCLs Total Rewards of a Allied Health Professional Duties at this level include - but are not limited to: 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
• The Lead assists the unit with clinical flow processes related to access to care across multiple clinics and/or specialties
• Assignments at this level include but are not limited to ensuring accurate and timely processing of Return to Clinic Orders - Consults - Recalls - Veteran Appointment Requests - Scheduling Orders - and Leaf Requests
• providing guidance to staff members - to include changes in policies and procedures - creating and maintaining employee work schedules
• and acting as a liaison among Advanced MSA staff - MSA staff - patients - and other interdisciplinary staff to resolve day to day conflicts
• Monitors and makes work assignments - provides input on performance
• conducts reviews to ensure quality of work
• Work Schedule: 8:00am - 4:30pm - Monday - Friday Recruitment/Relocation Incentives (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 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 #: 40843-F Permanent Change of Station (PCS): Not Authorized