Lead Medical Support Assistant
The incumbent serves as a Lead Medical Support Assistant in a San Francisco VA Medical Center-affiliated Community Based Outpatient Clinic (CBOC). CBOCs provide multidisciplinary outpatient services in counties remote from the Medical Center. This requires staff to be flexible, multi-skilled and creative in solving everyday challenges raised by being in a remote site.
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The Lead MSA will have general oversight of the day-to-day activities of the Advanced MSAs, ensuring that routine work is carried out timely and accurately and communicating supervisory problems to the Supervisor. Incumbent will assist the Supervisor in disseminating new VA Directives and procedures that affect front desk and clinic operations and will provide training, as needed.
The primary function of the Lead MSA is to ensure smooth operation of all aspects related to the clinical administrative operations of the CBOC, to include Primary Care, Specialty Care and Mental Health. The Lead MSA monitors and makes work assignments, provides input on performance, resolves daily workplace issues and maintains efficient workflow of their assigned service care lines and the assigned Advanced MSAs. 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 Advanced MSAs to include changes in policies and procedures; distributing and balancing workload; creating and maintaining Advanced MSA work schedules; orienting and providing on-the-job training for new and current Advanced MSAs; ensuring all training requirements are met; organizing the work structure of his/her assigned areas; and acting as liaison between Advanced MSA and other CBOC staff in order to resolve day to day conflicts.
The Lead MSA is responsible for all scheduling workflows, to include the Electronic Wait List maintenance, Primary Care Management Module (PCMM)/ dual enrollment maintenance and reports; clinic profile management (i.e. clinic setup, grid changes, cancel/block/restore clinics and monitoring); manage procedures associated with teams based on assigned service care lines (i.e. Primary Care, Specialty Care or Mental Health); ensuring insurance capture, updating patient information (i.e. next of kin, address, phone number, etc.); encounter data validation; recall reminders; consult management; patient notification of appointments. In addition, the Lead MSA shall serve as the primary TMS Administrator for the CBOC, PIV Sponsor and Pin-code Re-set Administrator and Clinic Timekeeper.
Work Schedule: Monday - Friday,
Tour of Duty May Vary between times below: 0700 to 1800
Tour of Duty could start as early as 7:00 am and end as late as 6:00 pm.
Tour of Duty will be repeated not shift changes.
Fair Labor Standards Act (FLSA) Status:
Financial Disclosure Report:
Bargaining Unit Position:
Occasional travel - You may be expected to travel to San Francisco Health Care System for this position.
#### Job family (Series)
0679 Medical Support Assistance
Conditions of Employment
You must be a U.S. Citizen to apply for this job
Designated and/or random drug testing may be required
Selective Service Registration is required for males born after 12/31/1959
You may be required to serve a probationary period
Subject to a background/security investigation
Must be proficient in written and spoken English
Selected applicants will be required to complete an online onboarding process
Must be proficient in written and spoken English
* 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: 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; or Education. One year above high school; or Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.
* 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.
(1) Knowledge of Current MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities. Experience satisfying this requirement may be paid/non paid employment as a MSA.
(2) Quality of Experience. Qualifying experience must be at a level comparable to MSA experience at the next lower grade level. 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.
(3) Part-Time Experience. Part-time experience as a MSA is creditable according to its relationship to the full-time workweek. For example, a MSA employed 20 hours a week, or on a 1/2-time basis, would receive 1 full-time workweek of credit for each 2 weeks of service.
GS-07 Lead MSA Grade Determinations:
Experience. One year of experience equivalent to GS-06 grade level. This one year GS-06 experience equivalent includes, but are not limited to: works collaboratively in an interdisciplinary coordinated care delivery model (i.e., patient aligned care team, or other specialty care setting where the patient aligned care team model is used such as oncology, HIV, SCI, Military Sexual Trauma, etc); coordinates with the patient care team to review the clinic utilization by using various reports (e.g., Clinic Utilization Statistical Summary), ensure that the clinic setup is closely monitored to effectively support the needs of the clinic, and make any necessary adjustments; develop/maintain effective and efficient communication with the patient, interdisciplinary team, VA medical centers, and other agencies (e.g., assist with communications during the inpatient to outpatient discharge; communicate with non-VA medical facilities; facilitate/process secure messaging with the patient and team; notify patients of normal lab results; develop and manage a tracking system for follow up care such as consults, tests, etc.); participate in team huddles and team meetings to manage and plan patient care; setting priorities and deadlines, adjust the flow and sequencing of the work to meet team and patient needs; may work with the team to reinforce the plan of care and self-help solutions and enter appropriate information into the electronic record; monitor pre-appointment requirements to assure readiness for patient visit/procedure (e.g., X-ray, lab work); manage electronic wait list to verify and validate accuracy and resolve issues; participate and provide input in problem solving on operational issues or procedures in team meetings, perform administrative follow up actions; participate in and independently following up on team huddles by sharing information and collaborating with the medical team to assure continuity of care; evaluate patient information and clinic schedule lists to determine whether patient is vested; educate providers about shared patients (those who receive their care at multiple VAs or those who have care in the community) and bring to the attention of the provider.
In addition to meeting the basic requirements and experience listed above, applicants must also demonstrate the following knowledge, skills, and abilities to qualify (This experience must be clearly addressed in detailed on your resume for each position held with the following items: grade level for each position held (if applicable), to/from month and year, and the number of work hours per week, (i.e., GS-07, 03/09-06/11 (or Present), 40 hours/week):
Demonstrated Knowledge, Skills, and Abilities:
1. Ability to organize work, set priorities, and delegate tasks/responsibilities in order to meet deadlines.
2. Skill in communicating with individuals in order to obtain the desired effect, ensuring compliance with established policies and regulations.
3. Demonstrate the ability to provide staff development and training.
4. Demonstrate the ability to manage staffing requirements, manage priorities, and coordinate work in order to
complete duties in an accurate and timely manner. This includes the ability to follow-up on pending issues and demonstrating an understanding of the impact of incomplete work.
5. Demonstrate the ability to review and monitor data to ensure all reports are complete and accurate.
References: VA HANDBOOK 5005/53, PART II, APPENDIX G45, dated: June 7, 2012. This can be found in the local Human Resources Office.**
The work is sedentary. It occasionally requires carrying of light objects such as files, books and papers; some walking, standing, and bending. No special physical qualifications are required.
A transcript must be submitted with your application if you are basing all or part of your qualifications on education.
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: ****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: ****Additional information
This job opportunity announcement may be used to fill additional vacancies.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
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.
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.
If you are unable to apply online view the following link for information regarding an Alternate Application.
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, résumé, 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.
Background checks and security clearance
Public Trust - Background Investigation
Drug test required
To apply for this position, you must provide a complete Application Package which includes:
VA Form 10-2850c, Application for Associated Health Occupations
can be found at: ****( REQUIRED AT THE TIME OF APPLICATION-MUST BE COMPLETED AND SIGNED)
Resume (REQUIRED AT THE TIME OF APPLICATION)- Your resume must include the following information for each job listed:
Duties (be as detailed as possible)
Month & year start/end dates (e.g. June 2007 to April 2008)
Full-time or part-time status (include hours worked per week)
Please be aware that your answers will be verified against information provided on your resume. Be sure that your resume clearly supports your responses to all of the questions by addressing your work experience in detail.]
SF-50s, Notification of Personnel Action (REQUIRED AT THE TIME OF APPLICATION):
Federal employees must provide a copy of your most recent SF-50, Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one year time-in-grade. If stated as required in the Required Documents section of the announcement, provide a copy of your most recent signed Performance Appraisal (typically this will be the previous fiscal year's appraisal). Federal employees are able to access their SF-50 through the eOPF portal: ****The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's, documentation to support Veterans Preference or ICTAP/CTAP documentation (for displaced Federal employees).
VA Form 10-2850c, Application for Associated Health Occupations
Other Veterans Document
When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 Application for 10 Point Veteran Preference with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit ****If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How to Apply
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 08/29/2018 to receive consideration.
To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
Click Submit My Answers to submit your application package.
It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, ****select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
San Francisco VA Medical Center
4150 Clement Street
San Francisco, CA 94121
Learn more about this agency
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
Fair & Transparent
Fair & Transparent
The Federal hiring process is setup to be fair and transparent. Please read the following guidance.
Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
Equal Employment Opportunity (EEO) for federal employees & job applicants
Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:
An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.
You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.
Learn more about disability employment and reasonable accommodations or how to contact an agency.
Legal and regulatory guidance
Social security number request
Signature and false statements
New employee probationary period
This job originated on ****For the full announcement and to apply, visit ****Only resumes submitted according to the instructions on the job announcement listed at ****will be considered.
Open & closing dates:
08/09/2018 to 08/29/2018
Pay scale & grade:
$49,937 to $64,917 per year