LEAD MEDICAL SUPPORT ASSISTANT

About the role

This position has lead responsibilities for technical and administrative direction of all Medical Support Assistant (MSA) staff in Health Administration Service - Reno proper and responsible for the technical direction for all MSAs located at the CBOCs.

What you will do

• Ensures that all clinic administrative requirements are completed accurately, in a timely manner and are meeting established standards.
• Performs check on work in progress or spot check work not requiring review (filing) and review completed work to verify the supervisor's instruction on work sequence, procedures, methods and deadlines have been met.
• Performs audits upon supervisory request.
• Provides on-the-job orientation and training to new employees and assures that current employee's are up-to-date on all procedural requirements and changes.
• Informs the supervisor of performance, progress, need for additional training or any problems encountered with employees.
• Develops and implements controls within the clinic setting and resolves problems as they occur, whenever possible.
• He/she makes informative suggestions concerning personnel promotions, reassignments or recognition of outstanding performance and contributions.
• Contacts Veterans as appropriate to ensure optimal customer service regarding scheduling needs, or as needed by the Service Chief.
• Maintains clinic schedules, ·cancellations and other changes as requested by clinic providers and/or the supervisor.
• He/she reschedules as necessary and assures that clinic activity flows at a steady pace.
• He/she keeps the Supervisor informed of all scheduling/cancellation problems.
• Evaluates and implements new policies and procedures pertinent to the duties of the staff.
• Establishes work priorities and ensures deadlines are met.
• Coordinates and reviews the work of the MSA.
• Trains staff in job duties, safety procedures and medical center policies and establishes regular in-service training sessions.
• Resolves day-to-day problems and keeps the supervisor informed of situations that cannot be easily resolved or those that may have impact or interest beyond the immediate office.
• Maintains contact with medical and clerical staff in various units, wards and ancillary services to resolve delays and communication difficulties in the administrative aspects of providing outpatient care.
• A thorough knowledge of pertinent laws, regulations and local policies regarding entitlement for care in the clinics is required.
• This knowledge is utilized when providing recommendations to the clinical staff that, in turn, are able to determine appropriate treatment plans based on this information.
• Knowledgeable of Medical Care Cost Recovery requirements and assures that all insurance information, as well as other demographic information, is updated at each visit.
• The incumbent is able to explain to Veterans and staff the importance of MCCR activities.
• Provides coverage for Supervisory MSA during scheduled and unscheduled absences, and acts as an assistant to the Supervisory MSA for completing of MSA scheduling, time keeping, certification of MSA competencies, as well as preparation of reports and audits and committee actions.
• High level of knowledge of medical terminology is essential to understand and transcribe doctor's orders and to fill out forms with correct and pertinent information.
• Expert knowledge of PACT for insuring that patients are scheduled properly and that neither patient nor staff is subjected to inconvenience due to administrative oversight.
• Expert knowledge of outpatient clinical services available in order to arrange proper follow-through of patient treatment plans including the scheduling of outpatient follow up medical appointments and ancillary tests.
• Expert knowledge of types of orders written by physicians, e.g., diets, tests, medications, plans, transfers, request for records, so that orders can be verified in the computer.
• Some orders are written with various chemical compounds, symbols, and abbreviations.
• The incumbent must have knowledge of the meaning of these various chemical compounds, symbols, and abbreviations.
• The Lead MSA must have a high level of skill to schedules outpatient clinic appointments using Veterans Health Information Systems and Technology Architecture (VistA) scheduling options.
• The incumbent follows nationally/local established business rules to schedule appointments for Veterans.
• This includes clinic visits, consultations and entries into the Electronic Wait List (EWL).
• He/she completes the mandatory national and local training requirements for the outpatient scheduling process.
• Must have ability to understand and utilize Microsoft Word and Excel as well as Outlook, CPRS and VistA at a minimum.
• Perform other duties as assigned and required by the supervisor.
• Work Schedule: Full Time, Monday - Friday, (Requires Swing/Night, Weekend, and Holiday hours) Telework: Not Available Virtual: This is not a virtual position Financial Disclosure Report: Not required

Requirements

• 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.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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: *** 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: ***

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• Long-form resume/Curriculum vitae (CV) The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), etc. Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Long-form resume/Curriculum vitae (CV) Other (1) PCS Orders Professional Certification Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
• You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
• Documentation is required to award preference.
• For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.
• Veterans' preference does not apply for internal or other current permanent Federal agency employees.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center. NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.

HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.

This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions.

Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations.

If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.