Summary The position is in the Rehabilitation & Extended Care Service (REC) Line at the St. Cloud VA Health Care System and is the first administrative point-of-contact for patients and family members. The Lead MSA position involves technical work concerned with the day-to-day administrative functions within the Community Living Center (CLC). Position providers administrative support to clinical staff members and patients. The Lead MSA acts as a float and back-up MSA/AMSA to other units as needed. Responsibilities FUNCTIONS OR SCOPE OF ASSIGNED DUTIES: The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues, and maintains efficient workflow in all assigned Inpatient areas. Lead MSA assures coverage of all areas of responsibility; conducts ongoing reviews to ensure quality of work; ensures accurate and timely scheduling of appointments; provides guidance to staff members to include changes in policies and procedures, distributes and balances workload; orients and provides on-the-job training for new and current employees; ensures all training requirements are met; organizes the work structure of his/her assigned areas; and acts as liaison between MSA and staff in order to resolve day-to-day conflicts. The Lead MSA will perform a full range of duties with minimal supervision. Specific Functions: The Lead MSA demonstrates the advanced knowledge associated with current MSA/AMSA responsibilities. They have advanced knowledge using computer systems such as VISTA, CPRS, Outlook, Word, Excel, OneNote, Bio-Point as well as other computer programs used by the MSA/AMSA's. The Lead MSA duties include but are not limited to: - Responsible for scheduling appointments, including interpreting, and verifying provider orders. - Ability to work independently, setting priorities, and coordinate work. - Develops and maintains effective, efficient, and professional communication with persons of all backgrounds. - Actively participates in team meetings and huddles by sharing information, problem solving, and collaborating with the medical team to assure continuity of care. - Able to work independently, setting deadlines and priorities, adjusting the flow to help meet deadlines. - Works with team members to reinforce the plan of care and self-help solutions and entering appropriate information into the electronic medical record. - Monitors pre/post-appointment requirements (i.e., x-rays, labs, etc.) and ensure requirements are met. - Ensures that transportation/escort services are properly arranged within the units of the Community Living Center. - Ensures Bed Management System in the Community Living Center is accurately identifying inpatients and assigned bed status daily. - Performs administrative follow up actions. - Responsible for running Talent Management System (TMS) reports for the Community Living Center nursing staff and updating appropriate spreadsheets. - Advanced knowledge of the technical health care process as it relates to access to care. - Advanced knowledge of Inpatient scheduling of appointments for the Community Living Center. - Advanced knowledge of policies and procedures associated with operational activities that affect the patient flow, patient care, and revenue process. - Advanced knowledge of medical terminology due to the technical nature of language utilized by medical staff. - Trains and guides new inpatient MSA/AMSA's, ensures all training requirements are met. - Monitors new MSA/AMSA progress and reports to supervisor any areas of concern. - Monitors and provides guidance to MSA/AMSA's when initiating new procedures and processes and ensures current processes are being followed. - Acts as a liaison between MSA/AMSA's and other medical staff to resolve day to day conflicts, including supervisor when necessary. - Completes reviews of active/pending consult lists and return to clinic orders. - Provides input on performance. - Conducts ongoing reviews to ensure quality of work. - Assists in providing inpatient MSA/AMSA coverage when necessary. - Creating and maintain employee work schedules, assuring coverage of all areas of responsibility, distributing and balancing workload. - Able to perform administrative duties of the Supervisor in his/her absence. Work Schedule: Monday-Friday 8am-4:30pm Telework: Not Available Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment You must be a U.S. Citizen to apply for this 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. 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 Basic Requirements: Citizenship. Be a citizen of the United States (U.S.). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. § 7407(a). Experience-No Experience required Education-High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. Certification. None required. Grandfathering Provision. All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, which are a part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: (1) Such employees may be reassigned, promoted, or changed to a lower grade within the occupation. (2) Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed, on a temporary or permanent basis, until they fully meet the basic requirements of the standard. (3) If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation Foreign Education. To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs. English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f). Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. GRADE DETERMINATIONS: GS-6 Lead Medical Support Assistant 1. Experience: One year of creditable experience equivalent to the next lower grade. AND Demonstrated Knowledge, Skills, and Abilities. In addition to Basic Requirements and the experience listed above, candidates must be able to demonstrate all of the KSAs below: (a) Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients. (b) Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution. (c) Ability to operate computerized programs and systems in order to enter, modify, and retrieve sensitive medical and patient identifying information (PII) into or from electronic health records, scheduling systems, and/or reports. (d) Ability to schedule medical appointments in a clinical setting. (e) Ability to work independently in the accomplishment of a wide variety of duties performing patient support work. (f) Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers. AND Demonstrated Knowledge, Skills, and Abilities (KSAs): Candidates must demonstrate all of the KSAs below: (a) Skill in communicating with individuals to obtain the desired effect, ensuring compliance with established policies and regulations. (b) Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines. (c) Ability to provide staff development and training. (d) Ability to manage staffing requirements, manage priorities, and coordinate with staff in the unit in order to complete duties in an accurate and timely manner. This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work. (e) Ability to review and monitor data to ensure all reports are complete and accurate. Reference: For more information on this qualification standard, please visit Medical Support Assistant Qualification Standard (va.gov) Preferred experience: Community Living Center Experience The full performance level of this vacancy is GS-5. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-3 to GS-5. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. Education IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. If selected, to meet the basic requirement of high school education or equivalent and prior to a firm job offer being extended, applicants must provide one of the following as verification of the education requirement if not covered under the grandfathering provision: Copy of high school diploma OR high school transcript (unofficial or official) OR GED Certificate OR homeschooling completion OR proficiency certificate issued by a State or Territorial Board or Department of Education OR College transcript 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 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. The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the @context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being. 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. 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.
