Supervisory Medical Support Assistant- Clinical Resource Hub

Summary

Direct line supervisor for GS-6 Advanced Medical Support Assistant staff within Clinical Resource Hub scheduling operations. Holds full administrative responsibility for planning, coordinating, analyzing, and directing CRH activities. Provides technical and management guidance to optimize support service resource use, applying specialized knowledge while working independently and exercising sound judgment per applicable manuals, procedures, and policies.

Duties

Duties and responsibilities include, but are not limited to: Staff Supervision and Performance Management Carries out a full range of administrative and supervisory duties, including assignment of work, performance evaluations, selection of staff, and recommendations for awards and advancements Develops and formalizes performance evaluations for staff under direct supervision Evaluates employee performance and takes disciplinary action when necessary Makes decisions on employee selections Certifies timecards and attendance records and approves or disapproves all leave requests Prepares holiday and vacation schedules for supervised sections, ensuring adequate coverage is always provided Provides advice, counsel, and instruction to employees on both work and administrative matters Provides back-up coverage to subordinate staff Recruitment and Hiring Works with the servicing Human Resources Management Office throughout all steps of the recruiting and hiring process to expeditiously fill vacant positions and select qualified employees, including obtaining at least two references for the selectee Meets all established timeframes and deadlines regarding the hiring process Workforce Planning and Development Identifies educational and training needs for staff Analyzes current and future workforce requirements to determine competencies and skills needed Provides briefings, orientations, staff development, and training Oversees training for new Medical Support Assistants (MSAs) and Advanced Medical Support Assistants (AMSAs) in both VistA and the Telehealth Management Platform (TMP) Works in conjunction with a program analyst to ensure adequate TMP training is completed prior to site assignments Conducts regularly scheduled meetings with MSAs and other telehealth staff to keep them informed of changes to scheduling processes and procedures Operations Management and Workflow Oversight Resolves complex issues, including ensuring patient service needs are met Evaluates new products, equipment, and systems to make recommendations for improved operations Provides technical and management guidance necessary to achieve optimum use of support service resources Organizes work, sets priorities, and delegates tasks and responsibilities to meet deadlines Manages staffing requirements and coordinates work to complete duties in an accurate and timely manner Follows up on pending issues while demonstrating an understanding of the impact of incomplete work Monitors the Consult Tracking Report for assigned areas Periodically reviews functional statements and work performance for compliance with basic instructions and established procedures Policy, Compliance, and Regulatory Knowledge Maintains in-depth knowledge of governing laws, regulations, policies, and procedures to provide services within accepted guidelines Plans, revises, updates, and writes policies and memorandums affecting CRH scheduling operations Independently researches, assembles, and compiles information and data to evaluate results against appropriate standards and recommend corrective action where indicated, given the number of patient sites and functions the CRH supports Maintains familiarity with the Privacy Act (PA), Freedom of Information Act (FOIA), and Health Insurance Portability and Accountability Act (HIPAA) to properly protect medical information accessed via computer terminals, computer printouts, medical charts, and other clinical documents Ensures compliance with established policies and regulations while communicating effectively with individuals to achieve desired outcomes Advisory and Consultative Services Provides advisory services to all levels of management regarding the requirements and implications of services provided, following hospital policy and regulatory protocols Advises Telehealth managers on how provided services can support their mission and programs Professionalism and Interpersonal Conduct Demonstrates courtesy, respect, and a positive attitude toward patients, co-workers, subordinate staff, and the public Work Schedule: Monday - Friday 8:00AM-4:30PM (PST) Telework: PLEASE NOTE: THIS POSITION IS CURRENTLY EXEMPTED FROM RETURN TO OFFICE REQUIREMENTS. REMOTE EXEMPTED POSITIONS ARE REVIEWED REGULARLY AND DO NOT CONFER PERMANENT REMOTE WORK STATUS; the selected individual may need to return to a VA office if required. Any selected candidate must live within 50 miles of a VA Medical Center. Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized. Permanent Change of Station (PCS): Not Authorized.

Qualifications

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. Supervisory Medical Support Assistant, GS-08. (1) Experience. One year of creditable experience equivalent to the next lower grade. (2) Knowledge, Skills, and Abilities (KSAs). In addition to the experience above, the candidate must demonstrate the following KSAs: (a) Advanced knowledge of managing or leading patient support staff in a clinic. This includes independently utilizing reference sources, decision making, and 13 empowering the team to collaborate and resolve problems within a complex systems environment. (b) 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. (c) 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. (d) Ability to provide briefings, orientations, staff development, and training in a patient support setting. (e) Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. Grade Determinations: One year of creditable experience equivalent to the next lower grade (GS-7). Preferred Experience: Preferred progressive leadership role in VHA or VA leadership training. Experience in Telehealth Management Platform (TMP), Federal EHR (Oracle-Health / Cerner), CMT+, ISS, virtual teams, and Microsoft platforms. 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-08.

Education

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.