Job Details

Supervisory Medical Support Assistant

The Supervisory Medical Support Assistant is responsible for supervision and oversight of a Lead Medical Support Assistant and/or Supervisory Medical Support Assistant and all Advanced Medical Support Assistant staff assigned within their unit. The Supervisory has responsibility as a hiring official responsible for recruitment, selection, and onboarding of subordinate employees. The incumbent is responsible for continual performance assessment, training, and monitoring of program measures. The incumbent provides coaching support to subordinates and, when necessary, takes formal and informal disciplinary action with consultation of Employee Relations/Labor Relations staff. The incumbent will ensure self, and subordinates complete all required training within a timely manner. The Supervisory Medical Support Assistant must adhere to all Equal Employment Opportunity, Whistleblower Protection, and Human Resources laws, directives, handbooks, and policies. The incumbent is responsible for addressing employee concerns in a timely and appropriate manner, ensuring closed-loop communication whenever possible. The incumbent is responsible for maintaining a Just Culture work environment where employees are comfortable reporting safety concerns without fear of retaliation. The incumbent is expected to utilize employee feedback to support ongoing improvement efforts. Employee feedback may be gathered through the All-Employee Survey, employee exit surveys and interviews, leader rounding, staff meetings and huddles, etc. The Supervisory Medical Support Assistant must distribute and balance workload among employees in accordance with established workflow or job specialization, assure timely accomplishment of the assigned workload, ensure the workload is completed in accordance with facility and/or national performance measures and assure that each employee has enough work to reach the highest productivity standard. The GS-8 Supervisory MSA will set priorities and make daily adjustments in accordance with established priorities. The Supervisory Medical Support Assistant will be a leave approving official for employees within their designated supervisory section. The incumbent must approve leave accurately, timely, and in accordance with all internal, medical center, and master agreement policies and procedures. The incumbent must ensure all leave postings are completed daily and in accordance with all internal, medical center, and master agreement policies and procedures. Incumbent must ensure the VATAs Timesheet is accurately updated each day prior to close of business to ensure employee's time is posted accurately. The incumbent must ensure the employees within the assigned supervisory section comply with all internal, medical center, and master agreement policies and procedures regarding requesting leave. The incumbent must ensure employees receive appropriate or applicable break periods. The incumbent must also ensure employee leave requests are coordinated with appropriate staffing requirements to meet the clinic's needs for continuous operation. The Supervisory Medical Support Assistant is responsible for generating, analyzing, and tracking several reports pertinent to the work area. These reports include, but are not limited to unscheduled consults, open, active, and pending consult reports, no-show reports, unable to schedule report, the Insurance Capture Benefit (ICB) report, recall reminders, return to clinic orders, New Enrollee Appointment Request (NEAR), Encounter Action Required Report (EARR), consult toolbox usage, clinic utilization, and the VA Online Scheduling Appointment Activity (VAOS) reports.

Preferred experience:

• Strong leadership and supervisory skills, including assigning work, monitoring performance, mentoring staff, and resolving workflow issues.
• Ability to coordinate inpatient ward administrative functions such as admissions, discharges, transfers, and patient record accuracy.
• Proficiency in patient movement/corrections, Status Ds Report, Patient Observation Report, and Gains and Losses Report.
• Excellent communication skills for interacting with clinical teams, patients, families, and interdisciplinary departments.
• Skilled in problem-solving and process improvement to enhance patient flow, service delivery, and ward efficiency.
• Ability to train, guide, and support clerks and administrative staff to meet performance expectations and deliver high-quality customer service.
• Proficiency with VA systems such as VistA, CPRS, scheduling platforms, BMS, BioPoint, and other electronic medical record tools.
• Ability to handle sensitive patient information with professionalism, discretion, and adherence to privacy regulations.

Work Schedule: M-F 0730a-4p

Telework: Ad-Hoc