Supervisory Medical Support Assistant

Summary The VA Hudson Valley Care system has an opening for a Supervisory Medical Support Assistant. 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 PolicyExperienceNoneEducationHigh school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of EducationLicensure/Certification/RegistrationNoneMay 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: Supervisory Medical Support Assistant - GS-8. 1) ExperienceOne year of creditable experience equivalent to the next lower grade2) Knowledge - Skills - and Abilities (KSAs)In addition to the experience above - the candidate must demonstrate the following KSAs: (a) Advanced knowledge of managing or leading patient support staff in a clinicThis includes independently utilizing reference sources - decision making - and 13 empowering the team to collaborate and resolve problems within a complex systems environment(b) 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(c) 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(d) Ability to provide briefings - orientations - staff development - and training in a patient support setting(e) Ability to manage fiscal matters - forecast resource and equipment needs - and identify budget needsPreferred Experience: Two (2) years of supervisory experience and knowledge of scheduling and consult managementReference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/Physical Requirements: As outlined in VA Handbook 5019. Duties The Hudson Valley Care system offers a full range of acute and chronic care services for veterans residing in six adjacent counties - including Dutchess - Westchester - Putnam - Orange - and Rockland and Sullivan serving over 400 -000 veteransThe Supervisory Medical Support Assistant serves as a member of the Output Leadership Team - participating in both strategic and administrative planning sessionThe incumbent serves as an office manager for several healthcare clinics and plans - organizes and directs all practices and administrative procedures used by subordinate personnel to ensure consistency and compliance with accepted policies and guidanceDuties of the position include: Establishes work priorities - identifies developmental training needs of employees - and provides or arranges for training when requiredHe/she works closely with their supervisor to identify and develop training which meets the needs of the MSA and administrative/clinical data capture requirementsThe incumbent's responsibility for training includes - but is not limited to - in-service education of on-the-job skills - classroom instruction closely associated with actual inpatient/outpatient hospital clinical practices - and attitudes and relationship of position to professional staffIncumbent is responsible for new employee orientation and is expected to work closely with new employees for the first (90) daysAssigns of work based on requirements and resources available - to efficiently and economically accomplish the work to meet program goals and established objectivesReviews work produced and analyzed weekly reports to evaluate production and takes appropriate action to resolve backlogs - scheduling errors - ICB Capture - EARR Review and Pre-Registration DataConducts regular meetings with the medical support assistants to update them on policy changes and new proceduresThe employee may serve on workgroups and/or committees as deemed appropriateIncumbent may be called to assist in audits or studies relating to the clinical settingResolves patient issues especially regarding appointment - scheduling - and customer service concernsIncumbent research the issue and attempts to resolve it before it escalates to the Patient Representative - Service Chief - Chief of Staff or Center Director's OfficeMaintains clerical guidelines and manuals as well as preparation of material to be used in training new employeesIncumbent will also be responsible for training auxiliary personnel such as temporary - work study - and volunteers used for intermittent heavy workload areasLiaise with the Lead and Advanced Medical Support Assistants - Medical staff - Nursing staff and other services offering expert advice on administrative details and procedures relative to areas and will evaluate problematic areas and present findings to their supervisor and respective Service Line designees for corrective actionThe incumbent must be an authority on current VA regulations and published hospital guidelines that affect administrative functions and midlevel in administrative proceduresIncumbent works closely with providers and clinic staff to ensure all processes are compliant in accordance with VHA Directive 1230 - Outpatient Scheduling Processes and Procedures - VHA Directive 1232 - Consult Processes and Procedures - and VHA Directive 1231 - Outpatient Clinic Practice ManagementPerforms work involving collection - compilation - and/or tracking of data and statistical information in support of several VA - VISN - and local programs (i.eClinic Access Procedures - Electronic Waiting List - Missed Opportunities - Consultation Management - Encounter Actions - Consult management and - Vet Link and Vet Text)S/he establishes protocols and coordinates incoming data from a variety of sources analyzing data and generating a variety or reportsEnsures subordinates serve as the initial point of contact for the units - clinics - patient - call centers - to include - but not limited to - scheduling patient appointments - tracking - reviewing - and responding to electronic orders - consults - and other elements in the electronic medical record and medical systems and data/software related to patient care - the healthcare system's organization and services - basic rules and regulations governing visitors and patient treatment - knowledge of standard procedures - utilizing medical records - and medical terminologyWork Schedule: Monday - Friday - 8:00am-4:30pm Telework: No Available Virtual: This is not a virtual positionRelocation/Recruitment Incentives: Not AuthorizedPermanent Change of Station (PCS): Not Authorized