[Hiring] Lead Medical Support Assistant @Clement J Zablocki Veterans Administration Medical Center

Role Description

The Lead MSA is responsible for routing clinical questions to appropriate clinical staff. The lead MSA plays an integral role in achieving first-contact resolution through Veteran-centered delivery of care. The Lead MSA provides information on programs and initiatives available to Veterans and provides administrative referrals of services as needed. The Lead MSA collaborates to best coordinate the care needs of the Veteran.

• Responsible for the coordination of MSA assignments and workflow found in an interprofessional coordinated care delivery model.
• Responsible for daily workload assessments, assigning work assignments; assuring proper staffing coverage; evaluating training records; and determining training needs of MSAs to provide support across interprofessional settings.
• Assists the unit with complex and non-standard procedures, including clinical flow process related to access to care across multiple clinics, specialties and/or community resources.
• Assuring coverage of all areas of work, 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; orienting and providing on-the-job training for new and current employees.
• Scheduling, canceling, re-scheduling patient appointments and/or consults; entering no-show information; monitoring appointment requests from multiple electronic sources.
• Gathering and obtaining medical information from patients.
• Processing medication refill requests.
• Participating in huddles with other MSAs and/or VISN CCC staff to determine the daily needs of the VISN CCC.
• Manages patient systems to verify and validate accuracy and resolve issues; evaluates patient information and clinic schedule lists to determine whether the patient requires an immediate appointment.
• Provides information and resolution to Veterans' requests within scope, uses administrative judgement to escalate symptomatic concerns to clinicians within the VISN CCC or directs the contact to the appropriate discipline within the CCC or department for resolution.

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.
• English: Must be proficient in basic written and spoken English.
• Education/Experience: Experience. No experience required.
• Education: Must possess a High School Diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• 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).

Requirements

• To qualify for the GS-07 level, you must have one year of experience equivalent to the GS-6 grade level.
• GS-7 LEVEL GRADE REQUIREMENTS:
• Must have one (1) year of specialized experience equivalent to the GS-6 grade level which includes:
• Arranging for coverage of all areas of responsibility.
• Distributing and balancing workload.
• Training new employees on duties.
• Certifying employees on scheduling and assignment competencies.
• Conducting ongoing reviews to ensure quality of work.
• Ensuring accurate and timely scheduling of appointments/consults management.
• Providing refresher training to staff members including changes in policies and procedures.
• Creating and maintaining employee work schedules.
• Orienting and providing on-the-job training for new and current employees.
• Ensuring that all training requirements are met.
• Organizing the work structure of assigned areas.
• Acting as liaison between other MSAs and staff in order to resolve day-to-day conflicts.
• Demonstrated Knowledge, Skills, and Abilities (KSAs):
• 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.
• Ability to utilize numerous advanced patient systems in support of multiple clinics in an interdisciplinary setting.
• Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
• Skill in communicating with individuals to obtain the desired effect and coordinating with a variety of interdisciplinary care team staff.
• Ability to provide staff development and training.
• Ability to manage staffing requirements, manage workflow priorities, and adjust the flow of work to meet team and patient needs.

Physical Requirements

• Position requires visual acuity, adequate auditory perception, clear distinctive speech, and manual dexterity.
• Position requires extended periods of sitting.
• The position may require some bending and carrying of items.
• The incumbent must be a mature, flexible, sensible individual capable of working effectively in stressful situations and able to shift priorities based on patient needs.
• Must meet Employee Health mandates as a condition of employment.