Supervisory Medical Support Assistant

Veterans Health Administration • Long Beach, CA

12d • Onsite

About The Position

The Long Beach VA Health Care System Health Administration Service is recruiting one Supervisory Medical Support Assistant for the Mental Health Clinic at VA Long Beach. This GS-8 position plans and directs administrative patient-support programs and supervises at least one subordinate MSA team leader, supervisor, or equivalent administrative patient-support staff member. The role includes responsibility for planning and directing subordinate staff activities, evaluating work and performance, resolving complex problems affecting patient services, making hiring selections, and taking disciplinary action when necessary. The employee also extracts and analyzes data and provides reports to senior management to support tracking measures.

The position supports clinic operations and continuity of patient care through appointment and consult scheduling, records administration, patient-information coordination, monitoring wait lists and consult metrics, and ensuring accurate workload documentation. The schedule is 8:00 a.m. to 4:30 p.m. Compressed or flexible schedules, telework, and virtual work are not authorized. Relocation and recruitment incentives and permanent change of station are not authorized.

Requirements

• U.S. citizenship, subject to the stated VA policy exception for non-citizens when qualified citizens cannot be recruited.
• Proficiency in spoken and written English.
• Six months of clerical, office, customer service, or other administrative experience indicating ability to acquire the necessary knowledge and skills; alternatively, a high school diploma or an equivalent combination of experience and education may meet the basic requirement, subject to the announcement's education provisions.
• One year of experience equivalent to the GS-7 level, leading or supervising MSAs or equivalent administrative patient-support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting.
• 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, including work assignment, performance evaluations, staff selection, and recommendations for awards or advancements.
• Ability to collaborate and communicate effectively and demonstrate customer-service and interpersonal skills with internal and external customers to support continuity and quality of care and compliance with 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, including independently using reference sources, making decisions, and empowering the team to collaborate and resolve problems in a complex systems environment.
• Meet applicable application, assessment, background investigation, onboarding, identification, and other pre-employment requirements.
• Register for Selective Service if applicable to males born after December 31, 1959.
• Participate in the VA seasonal influenza vaccination program.
• Meet physical requirements that include moderate lifting of 15–44 pounds, light carrying under 15 pounds, reaching above shoulder, finger use, walking up to one hour, and hearing (hearing aid permitted).

Responsibilities

• Schedule, cancel, and reschedule patient appointments and consults.
• Enter no-show information and monitor electronic wait lists.
• Prepare for clinic visits.
• Establish and maintain medical outpatient and inpatient charts and administrative records.
• Monitor inpatient and outpatient appointments in areas of responsibility.
• Obtain medical information from patients.
• Coordinate information and actions related to patient care and services.
• Ensure encounter forms are completed to obtain appropriate workload credit.
• Verify and update demographic and insurance information.
• Monitor the Interdisciplinary Team setup, including consult category of care, and make necessary adjustments to support clinic needs.
• Work with the team to reinforce the plan of care and self-help solutions.
• Manage consult metrics to verify and validate accuracy and resolve issues.
• Participate in team meetings and provide input on operational problems and procedures.
• Plan and direct subordinate staff activities and evaluate their work and performance.
• Resolve complex problems to ensure patient services are met.
• Evaluate new products, equipment, and systems and recommend operational improvements.
• Identify staff education and training needs; provide briefings, orientations, staff development, and training.
• Make final hiring selections and take disciplinary action when necessary.
• Manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Extract and analyze data and provide reports to senior management in support of tracking measures.
• Perform other duties as assigned.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility.
• Selected applicants may qualify to request credit toward annual leave accrual based on prior work or military service, subject to approval.

What This Job Offers

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