Lead Medical Support Assistant

• The position is in Health Administration Service and serves as the Lead Medical Support Assistant in PACT Specialty Care Mental Health Radiology and/or Community Care Sections.
• Incumbent performs administrative support functions including scheduling appointments inbound/outbound phone support consult review and necessary documentation related to care coordination for treatment of patients in the medical center or outpatient clinics.
• The Lead MSA is a subject matter expert for scheduling processes/operations and assists in training as well as workload coordination and daily workflow assignments.
• The Lead MSA demonstrates strong communication and customer services skills and works closely with all staff members performing the administrative duties essential to support the timely care of patients and support of the service/unit goals.
• The Lead MSA monitors and makes work assignments provides input on performance resolves daily workplace issues and maintains efficient workflow.
• Assignments at this level include but are not limited to: assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; assist in providing workload; assist in creating and maintaining employee work schedules; orienting and providing on-the-job training for new and current employees; ensuring all training requirements are met; organizing the work structure of his/her assigned areas; and acting as liaison between MSA and clinical staff in order to improve day to day operations.
• Incumbent supports workload distribution among employees in accordance with established workflow or job specialization assures timely accomplishment of the assigned workload as directed by the MSA Supervisor; validates assigned work and reviews completed work to ensure adherence to applicable to work sequences procedures directives methods and deadlines and communicate accordingly to the MSA Supervisor.
• Incumbent may amend or reject work not meeting established standards and provide appropriate intervention/training as directed by the MSA Supervisor.
• Lead MSA checks the status and progress of work and may support adjustments in accordance with established priorities and/or obtaining assistance from the supervisor when necessary.
• Lead MSA creates and maintains consult RTC and recall reports for assigned areas to ensure that patients are scheduled in a timely manner; assists with access measures by monitoring clinic appointment availability and ensures that all open appointment slots are filled; reviews open encounters on a daily weekly and monthly basis for all clinical areas; provides reports about open encounters to all supervisors and distributes encounters to staff for completion as directed.
• Perform clinical cancellations in accordance with policy and ensures that insurance capture has been achieved for assigned areas.
• The Lead MSA coordinates with the patient care team to review the clinic utilization by using various reports ensure that the clinic setup is closely monitored to effectively support the needs of the clinic and make any necessary adjustments.
• They develop/maintain effective and efficient communication with the patient interdisciplinary team VA medical centers and other agencies. Other
• Incumbents supervisor sets priorities but coordinates directly with the Lead MSA to organize recurring activities.
• The incumbent must coordinate efforts to ensure all aspects of duties are accomplished efficiently timely and
  correctly.

Work Schedule: TBD Monday - Friday
Telework: Not Available- Ad-hoc
Functional Statement #: 53191-A
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

• You 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 drivers 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 determining if your employment advances the public interest we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period your employment will be terminated unless you receive certification in writing that your continued employment advances the public interest.

Basic Requirements:

• United States Citizenship: Be a citizen of the United States (U.S.). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. 7407(a).
• 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.
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. 7403(f).

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).Grandfathering Provision: Employees in VHA in this occupation under a permanent appropriate and legal placement on the effective date of the qualification standard are considered to have met all qualification requirements for the grade and/or assignment held including positive education and registration/certification where applicable. For employees who do not meet all the basic or assignment-specific requirements in this standard but met the qualifications applicable to the position at the time they were appointed the following provisions apply:

1. Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard.
2. Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of re-entry to the occupation. NOTE: This provision is not intended to regularize appointments/ placements.

Grade Determinations:Lead Medical Support Assistant GS-07:Experience: One year of creditable experience equivalent to the next lower grade.Knowledge Skills and Abilities (KSAs): In addition to meeting the experience above the candidate must demonstrate the following KSAs:

1. 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.
2. Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff.
3. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
4. Ability to organize work set priorities and delegate tasks/responsibilities in order to meet deadlines.
5. Ability to provide staff development and training.
6. 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 full performance level of this vacancy is GS-07. The actual grade at which an applicant may be selected for this vacancy is GS-07.

.Physical Requirements: See VA Handbook 5019.

Education

There is no substitution of education for experience at the GS-7 grade level.