Created at: April 23, 2025 00:06
Company: Veterans Health Administration
Location: DAYTON, OH, 45400
Job Description:
This position is located at the Dayton VA Medical Center, Primary Care. The Lead Medical Support Assistant supports administrative\clerical duties in support of the VHA Primary Care PACT, Call Center, and Daytime Nurse Triage MSAs. Incumbent will provide support to include administrative, scheduling, training, education, timekeeping, clerical operations. The area of assignment is the Primary Care Clinics the Community-Based Outpatient Clinics. This is a bargaining unit position.
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. Experience and Education: Experience. Six months experience of clerical, office, customer service, or other administrative 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). Grade Determinations: Lead Medical Support Assistant, GS-7 (a) Experience. One year of experience equivalent to the GS-6 grade level. (b) Assignment. The Lead MSA will assist with the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA will assist with daily workload assessments, assigning work, and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. The Lead assists the unit with complex and non-standard procedures, including clinical flow processes related to access to care across multiple clinics, specialties, and/or community resources. Assignments at this level include, but are not limited to: ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; assisting with creating and maintaining employee work schedules; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts. 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. (c) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: i. Advanced knowledge of medical terminology and a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or community resources. ii. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting. iii. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. iv. Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff. v. Ability to provide staff development and training. vi. Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work across multiple clinics. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-7. Physical Requirements: Position is primarily desk related and may require lifting objects up to 25lbs.
Duties include, but are not limited to: Oversees status and progress of work; makes day-to-day adjustments in accordance with established priorities, obtaining assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly. Completes work reviews (completed and in progress) to ensure instructions on work sequence, procedures, methods and suspense's are being met. Amends work not meeting established standards, referring questions or matters not covered by written standards to supervisor for timely resolution Recognizes and refers substandard performance or substandard behavior to supervisor as needed. Estimates and reports on expected time of completion of work, maintain records of work accomplishments and time expended; prepare production reports as requested Instructs staff in specific tasks and job techniques. Provides written instructions, reference materials and supplies as needed to accomplish the mission of Primary Care Service Provides on-the-job training (OJT) to new employees in accordance with established procedures and practices; ensures all training requirements are met for established staff. Maintains current knowledge of procedures, policies, guidelines, etc., to be able to answer questions or obtain needed information to make an informed decision. Able to resolve simple informal complaints of employees, referring difficult and/or complex complaints to supervisor for resolution. Provides information and\or makes recommendations to supervisor on staff duty performance and behavior, training progress, including promotions, reassignments, recognition for outstanding performance and other personnel needs. Generates reports and data. He/she analyzes and makes recommendations. Will assist and monitor facility New Enrollee Appointment Requests (NEAR) coordination. o This responsibility facilitates coordination between enrollment, PCMM Coordinator and panel assignment, and scheduling of the initial appointment. o Management of the NEAR List and NEAR Process. Participates in secure messaging as needed with patient and team. Lead will assist with team huddles on an as needed basis. Versed in using multiple platforms of scheduling, such as VISTA, BUI, ISS, CTM, and CERNER, once activated for MSA and department use. Knowledge of supporting programs and processes such as ICB, RTC's, Fax routing, ROI information, CPRS and JLV. Duties and responsibilities are not limited to above descriptions. VA Careers - Lead Medical Support Assistant: https://youtube.com/embed/UJO_XH5uCLs Total-Rewards-of-an-Allied-Health-VA-Career-Brochure.pdf Medical Support Assistant: vacareers.va.gov/wp-content/uploads/sites/5/Total-Rewards-of-a-MSA-VA-Career-Flyer.pdf Work Schedule: 0800-1630 Monday-Friday Recruitment Incentive (Sign-on Bonus): Not authorized. Pay: Competitive salary and regular salary increases. Paid Time Off: 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) Parental Leave: 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. Child Care Subsidy: 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. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available. Virtual: This is not a virtual position. Functional Statement #: 93150-A