Supervisory Medical Support Assistant

U.S. Department of Veterans Affairs; Chicago (IL); On-site; USD 70,000 - 100,000; Full time

Job summary

U.S. Department of Veterans Affairs in Chicago seeks a Supervisory Medical Support Assistant (MSA) to oversee scheduling, demographic updates, insurance data entry, and coordination between professional staff and patients.

You will supervise subordinate MSAs, evaluate performance, manage workflow, organize work structure, and ensure quality through audits and policy updates. This role includes coordinating with interdisciplinary teams and facilitating access to care across modalities; telework

Responsibilities

• Supervising subordinate Advanced Medical Support Assistant within the service.
• Evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met and evaluating new products, equipment and systems to make recommendations for improved operations.
• Identifying educational or training needs and making final decisions on hiring selections; time and leave.
• Managing clinic closures (blocking/cancellations); evaluating performance and taking disciplinary action when necessary.
• Works collaboratively with facility programs, services, and interprofessional coordinated care team members to facilitate access to care through focused efforts on meeting the needs of Veterans via various available contact modalities to include but not limited to telephone calls, secure messaging, chat, text messaging and videoconferencing.
• Assures coverage of all areas of responsibility and conducting ongoing reviews/audits to ensure quality of work.
• Ensuring accurate and timely scheduling of appointments; providing guidance to staff members to include changes in policies and procedures and distributing and balancing workload.
• Orienting and providing on-the-job training for new and current employees and ensuring all training requirements are met.
• Organizing the work structure of his/her assigned areas and acting as liaison between MSAs and other staff in order to resolve day to day conflicts.
• Assists in collaboration of an interdisciplinary coordinated care delivery model and performs all related duties and customer service and other duties assigned for the proper and timely treatment of patients.
• Assure appointment schedules are maintained by all scheduling staff and ensuring accuracy of movements on patient Movement Reports.
• Performs all other duties as assigned.

Job description

The Supervisory MSA is responsible for assuring accurate appointment management and the coordination of all administrative information between the professional staff and the patient. The Supervisory MSA knows updating and verifying demographic information, scheduling appointments, collecting insurance information, data entry, administratively managing consultation requests and notifying the patient of his/her scheduled appointment.

Duties

• Responsible for supervising subordinate Advanced Medical Support Assistant within the service.
• Evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met and evaluating new products, equipment and systems to make recommendations for improved operations.
• Identifying educational or training needs and making final decisions on hiring selections; time and leave.
• Managing clinic closures (blocking/cancellations); evaluating performance and taking disciplinary action when necessary.
• Works collaboratively with facility programs, services, and interprofessional coordinated care team members to facilitate access to care through focused efforts on meeting the needs of Veterans via various available contact modalities to include but not limited to telephone calls, secure messaging, chat, text messaging and videoconferencing.
• Assures coverage of all areas of responsibility and conducting ongoing reviews/audits to ensure quality of work.
• Ensuring accurate and timely scheduling of appointments; providing guidance to staff members to include changes in policies and procedures and distributing and balancing workload.
• Orienting and providing on-the-job training for new and current employees and ensuring all training requirements are met.
• Organizing the work structure of his/her assigned areas and acting as liaison between MSAs and other staff in order to resolve day to day conflicts.
• Assists in collaboration of an interdisciplinary coordinated care delivery model and performs all related duties and customer service and other duties assigned for the proper and timely treatment of patients.
• Assure appointment schedules are maintained by all scheduling staff and ensuring accuracy of movements on patient Movement Reports.
• Performs all other duties as assigned.

Total Rewards of a Allied Health Professional

Work Schedule: Monday - Friday 8:30am to 5:00pm and every other weekend

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 #: 08103F

Permanent Change of Station (PCS): Not Authorized