Supervisory Medical Support Assistant
Work Schedule:
8am - 4:
30pm Financial Disclosure Report:
Not required Not a virtual or telework position Incentives are not authorized Note:
this is a non-bargaining unit position Assigned as a Supervisory MSA in the HAS, the incumbent is primary responsible for overall managerial responsibilities for the HAS within the outpatient clinic/health care center setting of VATVCBHCS. HAS provides medical administrative support to direct patient care throughout the health care system. This includes administrative support to outpatient intake/processing areas, eligibility determinations and counseling, death details, insurance capture and verification in support of cost recovery activities, appointment scheduling, patient travel and transportation, transfers to and from VATVCBHCS facilities, health information management administration, federal records management transcription, revenue cycle enhancement and coding activities. Incumbent is responsible for the planning, directing and controlling of a full range of administrative and clerical support functions as they relate to all outpatient treatment areas. Ensures administrative procedures are accomplished in accordance with specified guidelines and within established timeframes. This position operates in a highly diversified medical setting; the supervisor administers a program that is broad, diversified and requires high performance and leadership qualities of the incumbent. Assignments at this level include but are not limited to:
assigning and evaluating the work of subordinate staff; resolving complex patient issues to ensure patient services are met identifying educational or training needs or subordinate staff; resolving employee issues at the supervisory level, and providing management support to the Chief of HAS and Assistant Chief of HAS. Responsible for extracting and analyzing data to provide reports supporting performance measures, insurance capture, workload capture to senior management. The effectiveness with which assignments are accomplished has a significant impact on the overall mission of the health care system. Conducts regular meetings with subordinates for discussion and resolution of work problems. Establishes new work methods and in-service training on an 'on going' basis. Schedules and encourages participation of employees in various VATVCBHCS training courses and opportunities. Initiates all requests for personnel action, performance appraisals, and serves on and/or chairs interview panels to conduct interviews of applicants and makes recommendations to the selecting official. Works with HIMS and Quality Management staff to ensure appropriateness of medical records usage and are in compliance with Tic standards, and release of information (ROI) and privacy standards are upheld at all times. Participates as needed by the Chief or Assistant Chief HAS in meetings with other sections or service/care lines to work out and coordinate organization, procedural and other problems affecting the health care system. Responsible for identifying long and short range goals and objectives for the outpatient clinic/heath care center; and works in tandem with the Chief and Assistant Chief HAS on plans for implementation. Participates or represents HAS in committees and task force groups as directed by HAS management. 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. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/06/2020. 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. Experience and Education:
(1)
Experience:
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, (2) Education:
One year above high school; OR, (3) 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). Preferred
Experience:
supervisory experience; ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with all healthcare professionals to ensure quality/continuity of care and ensure compliance with established policies and regulations; strong customer service experience; knowledge of current MSA practices Grade Determinations:
Creditable Experience (1) Knowledge of MSA Practices:
To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities (or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting). Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. (2) Quality of
Experience:
Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. (3) Part-Time
Experience:
Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time workweek of credit for each two weeks of service. In addition to the basic requirements for employment listed above, the following criteria must be met when determining the grade of candidates:
Supervisory Medical Support Assistant, GS-8
Experience:
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. Demonstrated Knowledge, Skills, and Abilities:
Candidates must demonstrate all of the KSAs below:
i. 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. ii. 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. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. 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. DEVIATIONS:
a. The appointing official may, under unusual circumstances, approve reasonable deviations to the grade determination requirements for MSAs in VHA whose composite record of accomplishments, performance, and qualifications, as well as current assignments, warrant such action based on demonstrated competence to meet the requirements of the proposed grade. b. The placement of individuals in grade levels not described in this standard must be approved by the Under Secretary for Health, or designee, in VHA Central Office. References:
VA Handbook 5005/117 Part II Appendix G45 August 1, 2019 The full performance level of this vacancy is GS8. Physical Requirements:
Light lifting (under 15 pounds); light carrying (under 15 pounds); use of fingers; both hands required; both eyes required
Estimated Salary: $20 to $28 per hour based on qualifications.
8am - 4:
30pm Financial Disclosure Report:
Not required Not a virtual or telework position Incentives are not authorized Note:
this is a non-bargaining unit position Assigned as a Supervisory MSA in the HAS, the incumbent is primary responsible for overall managerial responsibilities for the HAS within the outpatient clinic/health care center setting of VATVCBHCS. HAS provides medical administrative support to direct patient care throughout the health care system. This includes administrative support to outpatient intake/processing areas, eligibility determinations and counseling, death details, insurance capture and verification in support of cost recovery activities, appointment scheduling, patient travel and transportation, transfers to and from VATVCBHCS facilities, health information management administration, federal records management transcription, revenue cycle enhancement and coding activities. Incumbent is responsible for the planning, directing and controlling of a full range of administrative and clerical support functions as they relate to all outpatient treatment areas. Ensures administrative procedures are accomplished in accordance with specified guidelines and within established timeframes. This position operates in a highly diversified medical setting; the supervisor administers a program that is broad, diversified and requires high performance and leadership qualities of the incumbent. Assignments at this level include but are not limited to:
assigning and evaluating the work of subordinate staff; resolving complex patient issues to ensure patient services are met identifying educational or training needs or subordinate staff; resolving employee issues at the supervisory level, and providing management support to the Chief of HAS and Assistant Chief of HAS. Responsible for extracting and analyzing data to provide reports supporting performance measures, insurance capture, workload capture to senior management. The effectiveness with which assignments are accomplished has a significant impact on the overall mission of the health care system. Conducts regular meetings with subordinates for discussion and resolution of work problems. Establishes new work methods and in-service training on an 'on going' basis. Schedules and encourages participation of employees in various VATVCBHCS training courses and opportunities. Initiates all requests for personnel action, performance appraisals, and serves on and/or chairs interview panels to conduct interviews of applicants and makes recommendations to the selecting official. Works with HIMS and Quality Management staff to ensure appropriateness of medical records usage and are in compliance with Tic standards, and release of information (ROI) and privacy standards are upheld at all times. Participates as needed by the Chief or Assistant Chief HAS in meetings with other sections or service/care lines to work out and coordinate organization, procedural and other problems affecting the health care system. Responsible for identifying long and short range goals and objectives for the outpatient clinic/heath care center; and works in tandem with the Chief and Assistant Chief HAS on plans for implementation. Participates or represents HAS in committees and task force groups as directed by HAS management. 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. To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/06/2020. 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. Experience and Education:
(1)
Experience:
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, (2) Education:
One year above high school; OR, (3) 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). Preferred
Experience:
supervisory experience; ability to collaborate, communicate, and demonstrate customer service and interpersonal skills with all healthcare professionals to ensure quality/continuity of care and ensure compliance with established policies and regulations; strong customer service experience; knowledge of current MSA practices Grade Determinations:
Creditable Experience (1) Knowledge of MSA Practices:
To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities (or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting). Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. (2) Quality of
Experience:
Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting at the next lower grade level. For all assignments above the full performance level, the higher-level duties must consist of significant scope, administrative independence, complexity (difficulty), and a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. (3) Part-Time
Experience:
Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time workweek of credit for each two weeks of service. In addition to the basic requirements for employment listed above, the following criteria must be met when determining the grade of candidates:
Supervisory Medical Support Assistant, GS-8
Experience:
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. Demonstrated Knowledge, Skills, and Abilities:
Candidates must demonstrate all of the KSAs below:
i. 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. ii. 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. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting. iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. 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. DEVIATIONS:
a. The appointing official may, under unusual circumstances, approve reasonable deviations to the grade determination requirements for MSAs in VHA whose composite record of accomplishments, performance, and qualifications, as well as current assignments, warrant such action based on demonstrated competence to meet the requirements of the proposed grade. b. The placement of individuals in grade levels not described in this standard must be approved by the Under Secretary for Health, or designee, in VHA Central Office. References:
VA Handbook 5005/117 Part II Appendix G45 August 1, 2019 The full performance level of this vacancy is GS8. Physical Requirements:
Light lifting (under 15 pounds); light carrying (under 15 pounds); use of fingers; both hands required; both eyes required
- Department:
0679 Medical Support Assistance - Salary Range:
$46,572 to $60,543 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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