Supervisory Medical Support Assistant

U.S. Department of Veterans Affairs; Long Beach (CA); On-site; USD 52,000 - 82,000; Full time

Job summary

The Long Beach VA Health Care System is seeking a Supervisory Medical Support Assistant for the Mental Health Clinic in Long Beach, California. You will lead a team of MSAs, oversee scheduling, documentation, and patient flow while ensuring accuracy of charts and compliance with VA policies.

Ideal candidates have supervisory experience in medical support roles, strong communication, and a commitment to high-quality patient care within a busy clinic environment.

Qualifications

• Six months clerical, office, customer service, or other administrative work experience.
• High school diploma or equivalent combination of education and experience.
• Grandfathering provisions may apply for current VA employees in this occupation.

Responsibilities

• Schedule, cancel, and reschedule patient appointments and/or consults; enter no-show information.
• Maintain medical charts and administrative records; coordinate care and workload for the team.

Skills

Administrative leadership

Customer service

Communication skills

Staff training

Budgeting

Education

High school diploma

Job description

Summary

The Long Beach VA Health Care Systems Health Administration Service is recruiting for one (1) Supervisory Medical Support Assistant in the Mental Health Clinic at Long Beach VA. Welcome to VA Long Beach Tibor Rubin - History

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

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005 - Part II - Chapter 3 - Section A - paragraph 3.j
• Experience and Education: 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 Education
• High school diploma
• or Experience/Education Combination
• Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable
• 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).Grandfathering Provision
• All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title - series - and grade held - which are a part of the basic requirements of the occupation
• For employees who do not meet all the basic requirements required in this standard - but who met the qualifications applicable to the position at the time they were appointed to it - the following provisions apply: Such employees may be reassigned - promoted - or changed to a lower grade within the occupation 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)
• 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
• If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation - the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation
• 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
• Grade Determinations:In addition to the Basic Requirements - to be qualified for a GS-8: One year of experience equivalent to the next lower grade level (GS-7) grade level
• [Leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient - outpatient - or interdisciplinary setting.] Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate [all of] the KSAs below: 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.] 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.] For all assignments above the full performance level - the higher-level duties must consist of significant scope - administrative independence - complexity (difficulty) 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
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 08
• The actual grade at which an applicant may be selected for this vacancy is 08
• Physical Requirements: Moderate lifting - 15-44 pounds
• Light carrying - under 15 pounds
• Reaching above shoulder
• Use of fingers
• walking up to 1 hour
• Hearing (aid permitted)
• may be working alone and/or working closely with others

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Scheduling - canceling - re-scheduling patient's appointments and/or consults Entering no-show information Monitoring electronic wait lists Preparing for clinic visits Establishing and maintaining medical outpatient and inpatient charts as well as administrative records Monitoring both inpatient and outpatient appointments for areas of responsibility Obtaining medical information from patients Coordinating information and actions related to patient care and services Ensuring encounter forms are completed in order to obtain appropriate workload credit Verifying and updating demographics and insurance information Ensures that the Interdisciplinary Team setup (including consult category of care) is closely monitored to effectively support the needs of the VA clinics - and make any necessary adjustments
• Work with the team to reinforce the plan of care and self-help solutions Managing consult metrics to verify and validate accuracy and resolve issues Participates and provides input in problem solving on operational issues or procedures in team meetings Other duties as assigned Work Schedule: 8:00am - 4:30pm Compressed/Flexible: Not Authorized Telework: Not Authorized Virtual: This is not a virtual position Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized