Supervisory Medical Support Assistant

Department of Veterans Affairs

The position serves as a Supervisory Advanced Medical Support Assistant in the San Francisco VA Health Care System (SFVAHCS). Time will be dedicated to the Eureka CBOC. The Supervisory Advanced Medical Support Assistant is responsible for managing and supervising all the appointment management services of the clinics and supervises all Lead and Advanced Medical Support Assistants (MSAs).

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo The Supervisory Advanced Medical Support Assistant collaborates with and has an extensive knowledge of all clinical services and programs, to include primary care, specialty care, mental health and ancillary services. The incumbent is flexible, multi-skilled and creative in solving everyday challenges unique to a remote site.Other assignments at this level include, but are not limited to: assigns work and daily priorities to all Lead and Advanced MSAs and ensures the goals and mission of the Clinic and Health Care System are being met. is responsible for all performance management functions related to Lead and Advanced MSAs, as well as work study students and volunteers providing support within his/her program. applies principles, methods and guidelines to evaluate administrative operations in order to determine best practices for organizing administrative work and flow of patients throughout the clinic. must take into consideration the staff ratios and skill mixes needed to accomplish the work. Analysis results in recommendations for improvement and implementation of new systems and processes that are discussed with the rest of the management team for decisions regarding the efficiency of clinic operations. performs duties related to the receipt, intake and indexing of health and administrative information. will interface with personal computer (PC) applications as well as numerous VISTA applications. will also serve as the ADPAC for Medical Practice or Specialty Clinics. plans and directs programs in the clinic, supporting primary care, and/or specialty care. is responsible for implementing and enforcing clinic changes. Advises supervisor strategies to manage clinic access and ensure compliant appointment management practices per VA scheduling directive guidelines. Manages CPRS view alerts from providers for action involving patient care follow-up. Ensures subordinate Lead and Advanced MSAs appropriately manage new consults for specialty and/or primary care clinics in CPRS to ensure consults are scheduled timely and within VA guidelines. Ensures patient aligned care teams (PACTs) have the appropriate equipment, supplies and space to safely accomplish work. Monitors and analyzes Automated Call Distribution (ACD) data to ensure timely phone access for patients and provides feedback and training to staff; identifies developmental and training needs for all staff operating on the ACD system. Disseminates new VA Directives and procedures that impact/relate to front desk and clinic operations and provides training to staff. Anticipates problems and develops systems and processes to ensure the goals and mission of the VA are able to be met. assures that the Clinical Program has the appropriate equipment, supplies, equipment repairs, space, etc., manages requests for services and resources needed by the Clinical Programs. Routinely prepares correspondence that addresses issues involving these clinics. Establishes and manages clinic profiles for all clinics within the area of responsibility. Incumbent functions as the administrative process and policy expert, advising medical and administrative staff relative to creating new clinic profiles or making changes to established profiles. provides support in the preparation of Clinical Programs projects, reports, surveys, evaluations, and graphs. Prepares and analyzes clinic access data from various sources, to include VISTA, VSSC and Clinic Practice Module, in order to provide reports and recommendations to supervisor and Clinic Leadership. Gathers data maintained on multiple databases, synthesizes, analyzes, and presents the data in a clear and logical format. Often this data must be first manipulated in a spreadsheet prior to incorporating it into recurring reports works under the supervision of the Administrative Officer and will handle all but the most difficult and sensitive areas independently. plans and organizes work with general input from the supervisor regarding deadlines for completion of analysis, reports or special assignments; only referring highly technical problems to his/her supervisor. Work Schedule: Monday-Friday, 8:00am - 4:30pm PST Telework: Not Authorized Virtual: This is not a virtual position. Functional Statement #: 11720F Relocation/Recruitment Incentives: Not Approved Permanent Change of Station (PCS): Not Authorized PCS Appraised Value Offer (AVO): Not Authorized

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