Supervisory Medical Support Assistant

Veterans Health Administration • McAllen, TX

2d • Onsite

About The Position

Supervisory Medical Support Assistant in the Health Administration Service (HAS) and is primarily responsible for overall managerial responsibilities for the Health Administration Services (HAS) within the Outpatient Clinic/Health Care Center setting of VATVCBHCS. HAS provides medical administrative support to direct patient care throughout VATVCBHCS. Duties Total Rewards of a Allied Health Professional Duties Include but not limited to: 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. Assigning and evaluating the work of subordinate staff; resolving complex patient issues to ensure patient services are met identifying educational or training needs of subordinate staff; resolving employee issues at the Supervisory level, and provide 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 interview of applicants and makes recommendations to the selecting official. Works with HIMS and Quality Management staff to ensure appropriateness of Medical Records usage are in compliance with Tic standards, and Release of Information (ROI) and Privacy standards are always upheld. Participates as needed by the Chief of HAS or Assistant chief of 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/Health Care Center; and works in tandem with the Chief of HAS and Assistant Chief of HAS on plans for implementation. Participates or represents HAS in committees and task force groups as directed by HAS management.

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.
• 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.
• A pre-placement examination will be required to be able to determine if the incumbent is able to safely operate a Government-Owned Vehicle.
• 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.
• High School diploma, General Education Development equivalency certificate, or proficiency certificate from State or territorial-level Board of Department of Education.
• MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j.
• 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.

Nice To Haves

• Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

Responsibilities

• Planning, directing and controlling of a full range of administrative and clerical support functions as they relate to all outpatient treatment areas.
• Ensuring administrative procedures are accomplished in accordance with specified guidelines and within established timeframes.
• Administering a program that is broad, diversified and requires high performance and leadership qualities.
• Assigning and evaluating the work of subordinate staff.
• Resolving complex patient issues to ensure patient services are met.
• Identifying educational or training needs of subordinate staff.
• Resolving employee issues at the Supervisory level.
• Providing management support to the Chief of HAS and Assistant Chief of HAS.
• Extracting and analyzing data to provide reports supporting performance measures, insurance capture, workload capture to senior management.
• Conducting regular meetings with subordinates for discussion and resolution of work problems.
• Establishing new work methods and in-service training on an 'on going' basis.
• Scheduling and encouraging participation of employees in various VATVCBHCS training courses and opportunities.
• Initiating all requests for personnel action, performance appraisals, and serving on and/or chairing interview panels to conduct interviews of applicants and making recommendations to the selecting official.
• Working with HIMS and Quality Management staff to ensure appropriateness of Medical Records usage are in compliance with Tic standards, and Release of Information (ROI) and Privacy standards are always upheld.
• Participating as needed by the Chief of HAS or Assistant chief of 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.
• Identifying long and short-range goals and objectives for the Outpatient Clinic/Health Care Center.
• Working in tandem with the Chief of HAS and Assistant Chief of HAS on plans for implementation.
• Participating or representing HAS in committees and task force groups as directed by HAS management.

Benefits

• 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)
• After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
• After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66 .
• Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
• Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)

What This Job Offers

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