Summary The Long Beach VA Health Care System is currently recruiting a Lead Medical Support Assistant for the Imaging Service. The Lead Medical Support Assistant within this department demonstrates the ability to effectively plan, organize and execute a wide range of responsibilities and interactions with staff and patients. The employee should be familiar with all modalities of the Imaging Department and their scheduling procedures. Responsibilities 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; monitor outpatient appointments for areas of responsibility; verify and update demographics and insurance information. Monitor and make work assignments Provide input on performance Resolve daily workplace issues and maintain efficient workflow Assure coverage of all areas of responsibility to include creating modality coverage schedules 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. Proficient in protocoling radiology orders and preparing complete and accurate MRI packets in accordance with departmental requirements. 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 VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job. To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. 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. Must pass pre-employment physical examination if applicable. 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: (a.) Experience: One year of experience equivalent to the [GS-6] grade level. (b.) Knowledge Skills & Abilities: 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. Preferred Experience: Comprehensive knowledge of scheduling radiology orders (non-clinical consults) across all modalities, ensuring accuracy and adherence to established procedures; l Advanced ability to coordinate and schedule a full range of radiology services, including X-ray, Ultrasound, MRI, CT, Nuclear Medicine, lnterventional Radiology, and Mammography; Demonstrated experience training, mentoring, and providing technical guidance to MSAs on radiology scheduling processes, policies, and systems; Proficient in protocoling radiology orders and preparing complete and accurate MRI packets in accordance with departmental requirements; Ability to lead and manage front desk and lobby operations, ensuring efficient patient flow, timeliness, and high-quality customer service; Strong interpersonal and problem-solving skills, with the ability to effectively address and resolve patient concerns and complaints in a professional manner; Experience assisting supervisory staff with workload distribution, task prioritization, and assignment of duties to ensure operational efficiency and coverage; Ability to monitor daily operations, identify workflow issues, and implement process improvements in support of Radiology service goals. 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. Education Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.
