Supervisory Medical Support Assistant (Mental Health)
The Supervisory Medical Support Assistant will supervise the Medical Support Assistants (MSAs) in the Outpatient Mental Health service at the Jamaica Plain campus, including the Lead Medical Support Assistant. As such, the incumbent will manage the day to day functions of the MSAs assigned to the outpatient clinics and the operations of patient check-in/check-out, and patient scheduling. The Supervisory MSA is a key liaison between the clinical and administrative staff for the Mental Health Outpatient Clinics. Typical duties include, but are not limited to:
Makes and monitors work assignments; maintains efficient workflow. Provides input on performance. Resolves daily workplace issues. Conducts ongoing reviews to ensure quality of work. Ensures accurate and timely scheduling of appointments. Extracts and analyzes data in order to provide reports to management. Develops databases/spreadsheets for easy data retrieval. Provides input for change/improvements based on data analysis. Trains subordinates on processing of beneficiary travel requests. Manages/tracks appointments for new patients in SharePoint. Daily review of pending consults and action required. Functional Statement:
F00180 Work Schedule:
Monday through Friday; 7:
30am-4:
00pm or 8:
00am-4:
30pm Financial Disclosure Report:
Not required NOTIFICATIONS:
This position is covered by locality-based comparability pay. Travel and relocation expenses are not authorized. Selectee may be required to work at any Boston Healthcare System campus, as needed. This position is in the Excepted Service. Veterans' preference does not apply for other current permanent Federal agency employees. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Incomplete applications will not be considered. 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:
(1) 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, (2) Education. One year above high school; OR, (3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. PLEASE NOTE:
THE EXPERIENCE AND EDUCATION ABOVE ARE BASIC REQUIREMENTS FOR ENTRY LEVEL ONLY - SEE GRADE DETERMINATIONS BELOW FOR ACTUAL REQUIREMENTS FOR THIS PARTICULAR VACANCY ANNOUNCEMENT Preferred
Experience:
The successful applicant should have knowledge of CPRS-GUI, VISTA report menus, and a solid understanding of SharePoint database, MS, Outlook, Excel, Access, and Word software programs. Grade Determinations:
Supervisory Medical Support Assistant, GS-8 (a) Experience. One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. (b) Assignment. Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include, but are not limited to:
evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. 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. 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. ii. 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. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting . iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. 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. References:
VA Handbook 5005, Part II, Appendix G45 - Medical Support Assistant Qualification Standard Physical Requirements:
The work is sedentary. Some work may require walking in offices, hospitals, warehouses and similar areas for meetings and to conduct work. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. Incumbent may carry light items.
Estimated Salary: $20 to $28 per hour based on qualifications.
Makes and monitors work assignments; maintains efficient workflow. Provides input on performance. Resolves daily workplace issues. Conducts ongoing reviews to ensure quality of work. Ensures accurate and timely scheduling of appointments. Extracts and analyzes data in order to provide reports to management. Develops databases/spreadsheets for easy data retrieval. Provides input for change/improvements based on data analysis. Trains subordinates on processing of beneficiary travel requests. Manages/tracks appointments for new patients in SharePoint. Daily review of pending consults and action required. Functional Statement:
F00180 Work Schedule:
Monday through Friday; 7:
30am-4:
00pm or 8:
00am-4:
30pm Financial Disclosure Report:
Not required NOTIFICATIONS:
This position is covered by locality-based comparability pay. Travel and relocation expenses are not authorized. Selectee may be required to work at any Boston Healthcare System campus, as needed. This position is in the Excepted Service. Veterans' preference does not apply for other current permanent Federal agency employees. Current and former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held. Incomplete applications will not be considered. 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:
(1) 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, (2) Education. One year above high school; OR, (3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. PLEASE NOTE:
THE EXPERIENCE AND EDUCATION ABOVE ARE BASIC REQUIREMENTS FOR ENTRY LEVEL ONLY - SEE GRADE DETERMINATIONS BELOW FOR ACTUAL REQUIREMENTS FOR THIS PARTICULAR VACANCY ANNOUNCEMENT Preferred
Experience:
The successful applicant should have knowledge of CPRS-GUI, VISTA report menus, and a solid understanding of SharePoint database, MS, Outlook, Excel, Access, and Word software programs. Grade Determinations:
Supervisory Medical Support Assistant, GS-8 (a) Experience. One year of experience equivalent to the GS-7 grade level leading or supervising MSAs or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. (b) Assignment. Supervisory MSAs at this level plan and direct programs at medical centers and/or satellite outpatient clinics. They have full responsibility for supervising at least one subordinate MSA team leader, supervisor, or equivalent administrative patient support staff in a non-VA medical inpatient, outpatient, or interdisciplinary setting. Assignments at this level include, but are not limited to:
evaluating the work of subordinate staff; resolving complex problems to ensure patient services are met; evaluating new products, equipment, and systems to make recommendations for improved operations; identifying educational or training needs; making final decisions on hiring selections; evaluating performance, and taking disciplinary action when necessary. The employee has administrative and professional responsibility for planning and directing the subordinate lead, supervisor, and MSA's activities. Responsible for extracting and analyzing data to provide reports to senior management in support of tracking measures. 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. 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. ii. 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. iii. Ability to provide briefings, orientations, staff development, and training in a patient support setting . iv. Ability to manage fiscal matters, forecast resource and equipment needs, and identify budget needs. v. 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. References:
VA Handbook 5005, Part II, Appendix G45 - Medical Support Assistant Qualification Standard Physical Requirements:
The work is sedentary. Some work may require walking in offices, hospitals, warehouses and similar areas for meetings and to conduct work. Work may also require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the worksite. Incumbent may carry light items.
- Department:
0679 Medical Support Assistance - Salary Range:
$53,335 to $69,336 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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