Clarification from the agency

Open to current, permanent employees in the Imaging Department at the Long Beach VA only. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below.

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Duties include, but are not limited to:

• Must be familiar with each modality of the Imaging Department as far as the role of the MSAs are concerned
• Manages all the modalities schedules and precisely communicates any changes, outcomes and/or any issues to the appropriate parties (patient, provider, coworker, or management) to ensure, and to minimize disruption of service.
• Familiar with the VistA Scheduling Packages as well as VistA Radiology Package and all the practices and regulations governing scheduling regarding the Imaging Department.
• The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues, and maintains efficient workflow.
• Assignments include, but are not limited to: ensure coverage of all areas of responsibility; conduct ongoing reviews to ensure quality of work; ensure accurate and timely scheduling of appointments; provide guidance to staff members, to include changes in policies and procedures; distribute and balance workload; create and maintain employee work schedules; orient and provide on-the-job training for new and current employees; ensure all training requirements are met; organize the work structure of his/her assigned areas; and act as liaison between MSA and facility staff in order to resolve day to day conflicts.
• Responsible for scheduling appointments; including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines. Other assignments include, but are not limited to: scheduling, canceling, re-scheduling patient's appointments and/or consults; monitor both inpatient and outpatient appointments for areas of responsibility; verify and update demographics and insurance information; process all emergency and non-emergency transfers to other VA facilities or private hospitals.
• Monitor and make work assignments
• Provide input on performance
• Resolve daily workplace issues and maintain efficient workflow
• Assure coverage of all areas of responsibility
• Ensure accurate and timely scheduling of appointments
• Provide guidance to staff members to include changes in policies and procedures
• Distributing and balancing workload
• Creating and maintaining employee work schedules
• Orienting and providing on-the-job training for new and current employees
• Act as liaison between MSA and staff to resolve day-to-day conflicts
• Comply with mandatory training requirements for the outpatient scheduling process.
• Provides educational sessions to train new employees in clerical process in an efficient and effective manner to ensure that clerical processes, functions and goals are understood and met.
• Knowledge to be able to step in any MSA position in the service line.
• May be asked to perform administrative duties of the Supervisor in his/her absence.
• Other duties as assigned

Work Schedule: Monday-Friday, 7:30am-4:00pm
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: 000000

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification 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 interest. In 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.

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: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Experience: Six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position.
• English Language Proficiency: 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 for GS-7 Lead Medical Support Assistant:

Specialized Experience: In addition to the basic requirements, to qualify for the GS-7 grade level requires a minimum of one (1) year experience at the next lower grade level (GS-6). Equivalent experience includes: Assigning daily workload assessments and assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interdisciplinary settings. Assisting 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. Ensuring accurate and timely scheduling of appointments; providing guidance to staff members, to include changes in policies and procedures; creating and maintaining employee work schedules; acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts. (must be in resume).

In addition, you must have experience which demonstrates the following knowledge, skills and abilities:
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.

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-07.

Physical Requirements: The work is primarily sedentary with prolonged periods of sitting. The work requires moderate lifting, carrying, pushing, standing; reaching above shoulder; use of fingers; ability to read without strain; ability to hear the whispered voice with or without hearing aid; emotional & mental stability.

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.