Supervisory Medical Support Assistant

Veterans Health Administration • Saint Cloud, MN

4d • Onsite

About The Position

This position is located in the Rehabilitation & Extended Care (REC) Service Line at the St. Cloud VA Health Care System and is the first administrative point-of-contact for patients and family members entering the care units. The MSA position involves technical work concerned with the day to day administrative functions within the outpatient clinic. The position provides administrative support to clinical staff members and patients.

Requirements

• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).
• 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.
• 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).
• Experience: None.
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• Licensure/Certification/Registration: None.
• 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.
• 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).
• One year of creditable experience equivalent to the next lower grade.
• 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.
• 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.

Responsibilities

• Plans, directs, and oversees all administrative and scheduling operations across the service line
• Assigning and evaluating work
• Resolving complex operational and patient care issues
• Identifying training needs
• Evaluating new equipment and systems
• Recommends process improvements
• Making final decisions regarding selections, performance evaluations, and disciplinary actions
• Ensures comprehensive oversight of MSA activities by maintaining coverage across all units
• Conducting audits and quality reviews
• Managing workload distribution
• Developing and maintaining employee schedules
• Providing orientation and ongoing training for new and current staff while ensuring all required training is complete
• Coordinates clinic flow, establishes and maintains outpatient clinics
• Maintains compliance with VHA scheduling policies
• Assists with consults management, open encounters, and insurance capture functions
• Collects, analyzes and runs reports as needed
• Provides relief coverage
• Interpreting and verifying provider orders
• Scheduling, canceling and re-scheduling appointments and consults
• Preparing for clinic visits
• Updating patient demographics and insurance information
• Serves as primary liaison between administrative staff, clinical personnel, and leadership to ensure efficient daily operations and high quality patient service
• Spend 25% or more of their time providing administrative and technical supervision and perform major duties above those at the FPL that consist of significant scope, complexity, difficulty, and variety.
• 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 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

Benefits

• A career with the U.S. government provides employees with a comprehensive benefits package.
• As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.
• Review our benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED