Clarification from the agency

This position is open to the public.

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The Lead Medical Support Assistant (LMSA) is located in the ICU. Acts as unit receptionist and coordinates all administrative duties related to patient admissions, discharges and transfers. Distribute and balance the workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of the assigned workload, and assure each employee has enough work to keep busy. Performs clerical/assistant work in support of the care and treatment given to patients. Advises on and administers medical record systems or maintains medical records in a ward, clinic, or other such unit of a medical facility using manual and/or automated systems.

The Primary purpose for this position is to serve as work leader. Trains team, distributes workload, monitors timely progress of work, and provides technical direction. Provides additional on the job training and requirements. Provides ongoing knowledge, skills that are needed to perform daily assigned duties. Demonstrates proper work methods. Must maintain a current knowledge of AMSA position to educate all MSA's in the units under their leadership(as assigned by nursing leadership) and perform all AMSA duties as/when needed. Maintains daily communication with supervisors to maintain workplace efficacy and work effectively with professional staff, other employees, patients, relatives, and visitors daily.

The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues and maintains efficient workflow. Assignments at this level include, but are not limited to: assuring coverage of all areas of responsibility; conducting ongoing reviews to ensure quality of work; ensuring accurate and timely scheduling of appointments; providing 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; ensuring all training requirements are met; organizing the work structure of his/her assigned areas; and acting as liaison between MSA and staff in order to resolve day to day conflicts.

Maintain status and progress of work, and make day-to-day adjustments in accordance with established priorities, obtain assistance from the supervisor on problems that may arise, such as backlogs which cannot be disposed of promptly. Estimate and report on expected time of completion of work and maintain records of work accomplishments and time expended and prepare production reports as requested. Instruct employees in specific tasks and job techniques and make available written instructions, reference materials, and supplies. Give on the job training to new employees in accordance with established procedures and practices. Maintain a current knowledge and answer questions of other employees on procedures, policies, directives, etc. and obtain needed information or decisions from supervisor on problems that arise.

Check on work in progress or spot check work not requiring review (e.g. filing or direct services) and review completed work to see that supervisor's instructions on work sequences, procedures, methods, and deadlines have been met. Amend or reject work not meeting established standards, refer to supervisor questions or matters not covered by standards and problems in meeting performance standards. Monitor working conditions such as seating, ventilation, lighting, safety, etc. Pass on leave requests to supervisor. Inform employees of available services and employee activities. Resolve simple, informal complaints of employees and refer others to supervisor. Report to supervisor on performance, progress and training needs of employees, and on behavior problems. Provide information to supervisor, as requested, concerning promotions, reassignment, recognition of outstanding performance, and personnel needs. Serves as work leader, trains team, distributes workload, monitors timely progress of work, and provides technical direction.

Work Schedule: Monday-Friday
Telework: Not Available.
Virtual: This is not a virtual position.
Functional Statement #:660-60751-0

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• 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.
• 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.
• Must pass TB Test.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

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.
• 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 - Equivalent combination of experience and education.
• English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3j.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).

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:

Lead Medical Support Assistant, GS-07. In order to be found qualified for this position, you must possess the following: One year of experience equivalent to the next lower grade level (GS-6). The required specialized experience for this position must include:

• Works collaboratively in an interdisciplinary coordinated care delivery model;
• Applies specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics, specialties, and/or care in the community resources;
• Recommends changes to existing clinic procedures based on current administrative guidelines;
• Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model;
• Coordinates with the patient care team to review clinic appointment availability to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics, and
• Develop and/or maintain effective and efficient communication with the patient, interdisciplinary coordinated care delivery model teams, VA medical centers, and other agencies
• Manage a system for follow-up care such as consults, tests, etc.
• Participates in team huddles and team meetings to manage, plan, problem solve, and follow-up with patient;
• Setting priorities and deadlines, adjusting the flow and sequencing of the work to meet team and patient needs;
• Monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure.

Candidates must also demonstrate 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.

GS-07 Lead Medical Support Assistant Assignment: The Lead MSA [is responsible for the coordination of Advanced MSA assignments and workflow found in an interdisciplinary unit. The Lead MSA is responsible for 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. The Lead 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. Assignments at this level include but are not limited to: 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; and acting as a liaison among Advanced MSA staff, patients, and other interdisciplinary staff to resolve day-to-day conflicts.] 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.

References: VA Handbook 5005/117, PART II, APPENDIX G45

The full performance level of this vacancy is GS-07.
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.

Physical Requirements: The employee must be able to perform all activities of the position without restriction. The work is primarily sedentary although some slight physical effort may be required. However, there may be some walking; standing; bending; carrying of light items such as papers, books, or small parts. Incumbent may be susceptible to eyestrain from working long hours on the computer.

The physical demands of the work are generally minor. The work is primarily sedentary (6-8 hrs.) although, there is some walking (1 hr.), bending (1hr), and carrying of bulky files (1-10 lbs.) and some extended periods of standing (2 hrs.).

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.