Supervisory Medical Support Assistant

Veterans Health Administration • Columbus, OH

12d • Onsite

About The Position

This position is in Patient Business Services at the Chalmers P. Wylie VA Medical Center. The Supervisory Medical Support Assistant must understand clinic processes and services and work with clinics throughout the facility. The role oversees patient-support operations and administrative coordination between professional staff and patients, including appointment management, demographic and insurance information, consultation requests, and electronic waiting lists. The position also provides administrative support to clinical and administrative staff and supervises subordinate patient-support personnel. The full performance level is GS-08. The supervisory assignment requires spending at least 25% of the time providing administrative and technical supervision. Work is mostly sedentary, with sustained sitting and concentration as well as some walking, standing, bending, and carrying light objects; occasional moderate exertion may also be required. The schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Telework is not available, and the position is not virtual.

Requirements

• U.S. citizenship, subject to the stated exception under VA policy for non-citizens when qualified citizens cannot be recruited.
• High school diploma, GED equivalency certificate, or state or territorial proficiency certificate.
• Proficiency in spoken and written English.
• One year of creditable experience equivalent to the next lower grade for the GS-08 grade determination.
• Advanced knowledge of managing or leading patient-support staff in a clinic, including independent use of references, decision-making, and empowering teams to collaborate and resolve problems in a complex systems environment.
• Ability to perform the full range of administrative and supervisory duties for at least one subordinate MSA supervisor or team leader, including work assignment, performance evaluations, staff selection, and recommendations for awards or advancements.
• Ability to collaborate, communicate, 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.
• Must meet applicable background and security investigation requirements and complete the required onboarding and application documentation.
• Must participate in the VA seasonal influenza vaccination program.
• Must serve a one- or two-year trial period, subject to written certification for continued employment.

Responsibilities

• Ensure accurate appointment management and coordinate administrative information between professional staff and patients.
• Update and verify patient demographic information; schedule appointments; collect insurance information; and perform data entry.
• Administratively manage consultation requests and the electronic waiting list, and notify patients of scheduled appointments.
• Provide administrative support to physicians, physician assistants, nurses, advanced registered nurse practitioners, and other administrative and professional staff.
• Plan and direct subordinate patient-support staff activities and provide administrative and technical supervision.
• Assign work, evaluate staff performance, participate in staff selection, recommend awards or advancements, and take disciplinary action when necessary.
• Resolve complex problems to ensure patient services are met and make recommendations for improved operations based on evaluation of products, equipment, and systems.
• Identify staff education and training needs and provide briefings, orientations, staff development, and training.
• Manage fiscal matters, forecast resource and equipment needs, and identify budget needs.
• Extract and analyze data and provide reports to senior management to support tracking measures.

Benefits

• Federal employee benefits package; specific benefits depend on position eligibility.
• Potential annual-leave accrual credit based on prior work or military service, subject to prior request and approval.

What This Job Offers

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