Veterans Affairs, Veterans Health Administration Supervisory Medical Support Assistant in Leavenworth, Kansas
Summary The incumbent serves as a Supervisory Medical Support Assistant in Health Administration Section of Business Office at VA Eastern Kansas Healthcare System (EKHCS). Duties may be performed in Clinic Based Outpatient Clinic (CBOC), Inpatient, Call Center, Outpatient Clinic, or Patient Aligned Care Team (PACT) model or a Specialty Care Setting involved in a PACT model. The incumbent performs duties related to the receipt, intake, and indexing of health and administrative information. Responsibilities Supervisory MSA is responsible for a range of duties which include, but are not limited to: Directs, coordinates and assigns the activities of administrative staff assigned to outpatient clinics and inpatient wards including CBOCs, integrating workload and assignments. Incumbent is responsible for supervising GS-3, GS-4, GS-5, GS-6 (Advanced) and GS-7 (Lead) MSAs. Provides guidance and counsel necessary to meet procedural and administrative requirements relating to the direction, treatment and disposition of veteran patients. Insures all tasks in assigned areas are completed properly and without delay through daily monitoring, reviewing, training and work adjustments. Incumbent is responsible for insuring that a professional and humane attitude is demonstrated by all employees in the reception and treatment of patients. Resolves grievances and complaints, counsels employees concerning their responsibilities, recommends disciplinary action when indicated and initiates action for recognition of exemplar work. Documents all incidents of employee misconduct. Conducts counseling sessions when necessary and makes recommendations to Program Manager for disciplinary actions on a timely basis. Reviews and approves leave for employees based on workload, employee leave availability and need. Plans time, schedules and certifies duty time of employees. Prepares recurring/non-recurring statistical reports. Gathers and maintains valid data used to develop, evaluate and modify organizational structure and systems to achieve program goals. Develops performance plans and standards to relate to organizational goals and objectives. Due to continuous changes in regulations and VA policies effecting medical care programs, incumbent's responsibility is greater than normal in regard to changes in work procedures and/ or goals. These areas of responsibility involve frequent, abrupt and unexpected changes in work procedures, goals and deadlines requiring incumbent to continually and substantially adjust operations/procedures under the pressure of more or less recurring "emergency" conditions. Maintains a complete source of comprehensive manpower, space and equipment data to support efforts to establish, review, and modify resource requirements. The incumbent assigns staff to achieve optimum patient care, taking into consideration ability of staff members. Work Schedule: Monday - Friday 8:00 am- 4:30 pm Financial Disclosure Report: Not required Requirements Conditions of Employment 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: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3j. Experience: Six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; or Education. One year above high school; or 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 and meet the criteria). Specialized experience: In additional to the Basic Requirements listed above candidates must have one (1) year of specialized experience equivalent to the next lower grade level (GS-7) and meet the KSAs below. Specialized experience would include leading or supervising other medical support administrative staff 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: 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. 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. References: Handbook 5005/117, Part II, Appendix G45, MEDICAL SUPPORT ASSISTANT QUALIFICATION STANDARD. Physical Requirements: Work is mostly sedentary and requires prolonged sitting and typing; Light lifting (under 15 pounds); Light carrying (under 15 pounds); Reaching above shoulder; Walking (up to half hour); Standing (up to half hour); Kneeling (up to half hour); Repeated bending (up to half hour); Ability to read written material; Depth perception; Hearing (aid permitted). Education IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html. Additional Information Receiving Service Credit or 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. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. 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. This job opportunity announcement may be used to fill additional vacancies. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. 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. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. If you are unable to apply online view the following link for information regarding an Alternate Application.