Supervisory Medical Support Assistant

Medical Support Assistant

Major duties include but not limited to:

• The supervisory Medical Support Assistant is responsible for extracting and analyzing data in order to provide reports in support of performance measures to senior management. This position also coordinates with the specialty care, behavioral health, and ancillary support positions teams at the physical location they work at to review the clinic utilization by using various reports (e.g., Clinic Utilization Statistical Summary), ensure that the clinic setup is closely monitored to effectively support the needs of the clinic, and make any necessary adjustments.
• The incumbent develop/maintain effective and efficient communication with the patients, interdisciplinary team, VA Medical Centers, and other agencies relating to specialty care services., communicate with non-VA Medical Facilities, facilitate/process secure messaging with the patient and specialty provider teams, develop and manage a tracking system for follow up care such as consults, tests, etc.
• Other assignments at this level include, but are not limited to; participating in specialty team huddles and team meetings to manage and plan patient care, setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs, may work with the team to reinforce the plan of care and self-help solutions and entering appropriate information into the electronic record, managing unable to schedule list to verify and validate accuracy and resolve issues, participating and providing input in problem solving on operational issue or procedures within the specialty care offered throughout the VA Finger Lakes Healthcare System.
• The position is responsible for training directs reports on scheduling guidelines, directives, and processes. The incumbent will serve as the point of contact for specialty care MSA staff on all questions related to proper scheduling processes and will conduct scheduling competencies and audits required.
• The incumbent serves as the primary point of contact for consult processing working closely with the staff they supervise to ensure proper consult policy is followed regarding national timeline standards for contacting and acting upon consults. This position reports up through management in Health Administration Services as well as preparing weekly consult reports to be provided to the clinical operations office and then provided to the VISN.
• This position reports directly to Health Administration Services who is a direct report to the Associate Medical Center Director. Employees have full supervisory responsibility for supervising at least one subordinate team leader and a minimum of 9 to a maximum of 20 Medical Support Assistants.
• Work assignments come from the Scheduling Section Chief with a dotted line to work directly with clinical staff in scheduling related issues. The incumbent plans and organizes work with general assistance from the supervisor as to meet local and VA-wide time frames to complete analysis requirements, reports and special assignments and only refers to the non-routine and high technical problems to his/her supervisor.
• The incumbent is responsible for reporting backlogs, difficulties in meeting deadlines, uncooperative physicians, or difficulty in securing information from clinicians or the record. Is also responsible for maintaining the confidentiality of information obtained to carry out required duties. Routinely communicates with physicians, case managers, and other allied health professional staff using sound interpersonal skills and is constantly aware of the sensitive information.
• Performs other duties assigned.

Work Schedule: Monday - Friday, 7:30am - 4pm

Telework: Not Available

Virtual: This is not a virtual position.

Functional Statement #: 21M04-A

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized