Summary
This position is located at Lebanon VAMC, Lebanon, Pennsylvania. This position provides support to Health Administration Service line.
This job is open to
Clarification from the agency
Current permanent employees of VAMC Lebanon, NECPAC, and employees of VISN4 Contracting, OI&T, CBOPC and Veterans Canteen Service located in Lebanon, PA
Duties
The Lead Medical Support Assistant (MSA) is responsible for answering questions for lower graded staff relating to healthcare services in an inpatient or outpatient setting. The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues, maintains efficient workflow and creates a positive work environment. The Lead MSA may also function as a Lead MSA trainer. The core function of the lead MSA trainer is to train all new and incumbent schedulers (MSAs, technicians, nurses, and various other providers) on a standardized and comprehensive training program to ensure accuracy of scheduling, and business operations of MSA duties. In addition to teaching in the traditional didactic setting, the incumbent will spend time in the outpatient clinic ensuring continuity among schedulers, perform competency assessment scheduling check list for all employees with scheduling keys, and provide just-in-time training for employees who are not following the national scheduling directive and local standard operating procedures. Duties include but are not limited to:
- 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;
- 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;
- Ensures accurate and timely scheduling of appointments;
- Acting as a liaison among Advanced MSA staff, MSA staff, patients and other interdisciplinary staff to resolve day to day conflicts;
- Provides comprehensive, detailed, on the job training to all new clinic personnel in the clinic unit area;
- Monitors and typically schedules, cancels, and re-schedules patients' appointments and/or consults, enters no-show information, monitors the electronic wait list, prepares for clinic visits, monitors both inpatient and outpatient appointments for areas of responsibility, ensures that encounter forms are completed in order to obtain appropriate workload credit, verifies and updates demographics and insurance information, processes all emergency and non-emergency transfers to other VA facilities or to private hospitals (where applicable), performs/facilitates basic eligibility, and serves as the backup bed manager.
- Ability to recognize when students need supplementation training.
- Creating competency assessment check lists, tracking training participation in TMS, training feedback, pre and post training tests, scoring tests, and providing feedback to training participants, updating training material to reflect changes in policy/directive.
- Preparing training material for classes, training room logistics.
Work Schedule: 8:00am - 4:30pm
Telework: Yes, telework eligible.
Virtual: This is not a virtual position.
Functional Statement # 000000
Financial Disclosure Report: Not required
Driving Required: Yes
Preferred Experience: Multiple specialty scheduling experience preferred.
Requirements
Conditions of Employment
- 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.
Qualifications
Basic Requirements:
a. Citizenship. Citizen of the United States. (Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.)
b. 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.
c. English Language Proficiency: Medical Support Assistants must be proficient in spoken and written English.
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. In addition to the basic requirements listed above, the following education and experience criteria must be met when determining the grade of candidates:
Lead Medical Support Assistant, GS-7
a. Experience. One year of experience equivalent to the next lower grade level (GS-6).
b. Demonstrated Knowledge, Skills, and Abilities (KSAs). Candidates must demonstrate all of the KSAs below:
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 resources.
2. Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
3. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
4. Skill in communicating with individuals to obtain the desired effect [and coordinating with a variety of interdisciplinary care team staff.
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.
References: VA Handbook 5005, Part II, Appendix G45 (VHA Medical Support Assistant Qualification Standard). This can be found in the local Human Resources Office.
The full performance level of this vacancy is GS-7.
Physical Requirements: Work is performed in an office setting and is primarily sedentary. May require lifting and carrying of light loads (e.g. files, records, etc.)
Education
There is no education substitution at this grade level.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
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.
Required Documents
- Resume
- SF-50/ Notification of Personnel Action
To apply for this position, you must provide a complete Application Package which includes:
SF-50, Notification of Personnel Action (for Eligibility):
If you are a current federal employee, you must attach your most recent, non-award SF-50. This SF-50 should not be more than a year old and must show your current position, grade, and step. Award SF-50's typically do not provide sufficient information and will not be accepted if they do not include Grade and Step. (Note: Almost all employees will have a general adjustment SF-50 from within the past 12 months in their eOPF)
Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held
- Promotions with an effective date more than one year old
- SF-50's at the highest grade held with an effective date more than one year old
- SF-50, Notification of Personnel Action (for Eligibility):
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to 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
- Resume
- SF-50/ Notification of Personnel Action
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 07/05/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12438724.
- To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Next steps
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.
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