Supervisory Medical Support Assistant

U.S. Department of Veterans Affairs; Sioux Falls (SD); On-site; USD 55,000 - 75,000; Full time

Job summary

The Supervisory Medical Support Assistant (MSA) leads a team of MSAs, including at least one Lead MSA, providing daily supervision and guidance across multiple clinic settings.

Responsibilities include assigning work, evaluating performance, and ensuring compliance with procedures and policies while maintaining high-quality patient care. Work schedule is typically Monday–Friday, 8:00am–4:30pm, within VA facilities in the Sioux Falls area.

Qualifications

• Advanced knowledge of leading patient support staff in a clinic.
• Ability to supervise at least one subordinate MSA team lead or supervisor.
• Experience in assigning work, evaluating performance and staff selection.

Responsibilities

• Plans and directs programs at medical centers and satellite clinics with full supervisory responsibility.
• Assigns and evaluates the work of subordinate staff.
• Resolves complex problems to ensure patient services.
• Contributes to performance measures reporting to senior management.
• Manages MSA activities and schedules.

Skills

Advanced MSA leadership

Staff supervision

Coaching and training

Interdisciplinary collaboration

Education

High school diploma / GED

Job description

Summary

The Supervisory Medical Support Assistant (MSA) position serves as the direct line supervisor for all assigned MSA staff which includes at least (1) Lead MSA and is responsible for the daily oversight of the area in which they are assigned - providing direct supervision - guidance and leadership. This position is a foundational resource in providing technical counsel to meet procedural - legal - and administrative requirements relating to the care and treatment of patients.

Qualifications

All qualifying experience you possess must be clearly described in your application package. We will not make assumptions when reviewing applications. Failure to clearly demonstrate your experience in your application package may result in disqualification. All applicants are encouraged to submit responses to each Knowledge - Skill - and Ability (KSA) on a separate document.

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
• Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• Certification: None Required 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
• 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: GS-8: One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient - outpatient - or interdisciplinary setting
• -AND- Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate [all of] the KSAs below: 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
• 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/
• Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position
• Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Duties

• Total Rewards of a Allied Health Professional Major duties include - but are not limited to the following: Plans and directs programs at medical centers and/or satellite outpatient clinics and has full supervisory responsibility for supervising at least one subordinate team leader and 15+ MSAs
• Assignments at this level include - but are not limited to: assigning and evaluating the work of subordinate staff
• resolving complex problems to ensure patient services are met
• evaluating new products - equipment - and systems in order to make recommendations for improved operations
• identifying educational or training needs
• making final decisions on selectionsevaluating performance - recommendation for awards and advancement and taking disciplinary action when necessary
• Has full administrative and professional responsibility for planning and directing the MSAs' activities - organizes work - sets priorities - and delegate's tasks and responsibilities in order to meet deadlines
• Responsible for extracting and analyzing data in order to provide reports in support of performance measures to senior management
• 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
• Works collaboratively in an interdisciplinary coordinated care delivery model for Primary Care/PACT clinics - Surgical Services - Medical Services - Integrated Service - Inpatient Wards - including the Community Living Center - the outpatient clinics/firms and/or inpatients wards - Specialty Clinics - Emergency Department and Compensation and Pension performs all related duties - customer service and other duties assigned for the proper and timely treatment of patients and assure appointment schedules are maintained by MSA Staff for one or more outpatient clinics
• Must assist with clinic access contingency plans by adjusting appointment times - location - or dates as well as shift patients to other healthcare providers as conflict with staffing and/or coverage occurs
• Supports patient safety standards using the correct Veterans Affairs identification in accordance with VHA Directives
• When assisting the MSA staff in check-in process - he/she must use each interaction with the patient to validate and update patient demographic information - either in person during check-in or over the phone - to decrease the incidence of returned mail due to incorrect addresses and inability to contact patient by phone due to incorrect numbers
• Assures MSA staff explains the VA's mandate to collect insurance information to veterans - their families - and other eligible patients
• Assures staff collects - scans - and updates health insurance information serving a major role in the revenue process
• Contributes to the revenue collection process by identifying patients with third party insurance
• Promotes veteran registration for and utilization of My HealtheVet (MHV) and VA Online Scheduling (VAOS)
• Applies discernment and sensitivity when performing tasks requiring resolving issues accurately and timely
• Facilitates any necessary follow-ups so as to ensure satisfactory resolution
• Work Schedule: Monday - Friday
• 8am - 4:30pm Recruitment Incentive (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 AvailableVirtual: This is not a virtual position
• Functional Statement #: 000000 Permanent Change of Station (PCS): Not Authorized