Supervisory Medical Support Assistant

Summary

The Supervisory MSA is responsible for overseeing the efficient and effective administrative support of the Clinic Manager/Administrative Officer of Primary Care Clinic in the operations of all administrative programs and elements in the General Medicine Service. This position is for the Everett VA Clinic.

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Duties

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The Supervisory MSA is responsible for overseeing the efficient and effective administrative support of the Clinic Manager/Administrative Officer of Primary Care Clinic in the operations of all administrative programs and elements in the General Medicine Service. S/he has the responsibility for taking a leadership role in developing tools that enhance the organizational and managerial functioning of General Medicine Services.

Duties include but not limited to:

• Supervises all MSA's assigned to Primary Care Clinic at their respective location.
• Prepares, documents and submits to the Clinic Manager, all mid-term and end of year employee performance evaluations within established timelines.
• Ensures timely completion of all required staff training utilizing TMS for MSA's.
• Conducts annual scheduler supervisory audits to ensure compliance with all scheduling directives and provide corrective action as necessary.
• Coordinates clinic set up for Primary Care outpatient clinics such that capacity meets demand and all VHA directives for access are met.
• Gathers demand information through evaluation of consult requests and population demographics.
• Obtains and tracks data for clinic visits, no-shows, cancellations, clinical reminders and encounter data for the entire clinic. any errors, inconsistencies or trends to the Clinic Manager, and appropriate medical center personnel (Health plan management, Coding, HIMS, etc) so that corrections can be made, which increases the compliance rate of performance measures.
• Develops and maintains computerized database which reflects the monitoring of these measures.
• Monitors scheduled leave requests for primary care providers, MSA's and ensures coverage for staff who are absent. Coordinates rescheduling of patients and grid closures with PACT team MSA's and Clinic Manager. Incumbent will submit, create, edit and track Primary Care clinic provider grid changes and requests.
• Provides grid modification, closure, and restoration administrative support for Seattle, American Lake and all other outlying primary care clinics.
• Coordinates with staff rotation schedules that coincide with program requirements.
• Changes clinic dates as requested by the Management due to sudden and unforeseen reassignments in schedules and contacts patients using a wide variety of methods for notification of appointments.
• Assists the Clinic and Data Manager in monitoring the workload of the clinic.
• Ensures all workload is captured through reviewing the No Action Taken List and clinical reminders list by Health Plan Management.
• Works with providers to find the appropriate diagnostic and procedure codes. He/she makes suggestions to improve the processes of this department to increase the ability of providers to efficiently use their time.

Preferred experience: Prior Leadership Supervisory experience

Total Rewards of a Allied Health Professional

Work Schedule : Monday - Friday 8:00am - 4:30pm

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 # : 000000

Permanent Change of Station (PCS): Not Authorized

Requirements

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Conditions of employment

• You must be a U.S. Citizen to apply for this job..
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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 : Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
  • Foreign Education : To be creditable, education completed outside the U.S. must be deemed at least equivalent to that gained in a conventional U.S. program by a private organization specializing in the interpretation of foreign educational credentials
• If selected, to meet the basic requirement of high school education or equivalent and prior to a firm job offer being extended, applicants must provide verification of the education requirement if not covered under the grandfathering provision.

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 :

Supervisory Medical Support Assistant, GS-08 .

• Experience: One year of creditable experience equivalent to the next lower grade (GS-07).
  • Leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.
• Knowledge, Skills, and Abilities (KSAs). In addition to the experience above, the candidate must demonstrate the following KSAs:
  • 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.

References: VA Handbook 5005/117, Medical Support Assistant Qualification Standard, GS-679. Published August 1, 2019

The full performance level of this vacancy is GS 8.

Preferred Experience: Prior Leadership Supervisory experience

Physical Requirements: The work is mostly sedentary but may require periods of standing or walking however, there are no physical requirements for the 0679 Medical Support Assistant occupation.

Education

High School Completion or higher

If selected, to meet the basic requirement of high school education or equivalent and prior to a firm job offer being extended, applicants must provide one of the following as verification of the education requirement if not covered under the grandfathering provision:

• Copy of high school diploma OR high school transcript (unofficial or official) OR GED Certificate OR homeschooling completion OR proficiency certificate issued by a State or Territorial Board or Department of Education OR college transcript (official)
• Foreign Education : To be creditable, education completed outside the U.S. must be deemed at least equivalent to that gained in a conventional U.S. program by a private organization specializing in the interpretation of foreign educational credentials

Additional information

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.