Supervisory Medical Support Assistant

Quick Facts

• Role: Supervisory Medical Support Assistant (GS-08 full performance level)
• Schedule: Monday–Friday, 0800–1630
• Telework: Not available

Description

The Supervisory Medical Support Assistant plans and directs programs for a medical center and/or satellite outpatient clinic, with full supervisory responsibility for at least one subordinate MSA team leader or supervisor. The role ensures accurate administrative support for patient services, including scheduling, demographics/insurance updates, and timely correction of encounter and appointment wait time errors. It also requires strong customer service and communication with physicians, nurse team leaders, case managers, and other allied health professionals.

Responsibilities

• Assign, evaluate, and supervise subordinate staff; set team goals and review/accept work.
• Complete performance appraisals and take disciplinary actions as needed.
• Attend staff and provider meetings; meet daily/weekly with the nurse team leader.
• Ensure annual training compliance for supervised staff and complete mandatory trainings/assessments.
• Ensure demographics are updated, insurance information is collected at every appointment, and required means tests are completed when needed.
• Collect and validate data; correct encounter errors and appointment wait time errors timely; ensure consults are addressed timely.
• Develop detailed procedures and guidelines to supplement established administrative regulations/program guidance.
• Use the Vista Scheduling Package to schedule for various clinics.
• Maintain confidentiality of information obtained.
• Report backlogs, deadline risks, and barriers (e.g., uncooperative physicians; difficulty securing information).
• Communicate routinely with physicians, case managers, and allied health staff; make decisions using guidelines, precedents, and regulations with minimal supervision.

Requirements

• U.S. citizenship
• Selective Service registration for males born after 12/31/1959
• Proficiency in written and spoken English
• Subject to background/security investigation
• Complete VA online onboarding and required pre-employment steps
• Participate in the seasonal influenza vaccination program
• At least 1 year of experience equivalent to GS-7 leading or supervising MSAs (or equivalent administrative patient support staff) in a non-VA inpatient/outpatient/interdisciplinary setting (or qualifying education/experience combination)
• For GS-08 expectations: ability to supervise subordinate patient support leadership, provide briefings/orientations/training, collaborate with customers to ensure compliance, and manage clinic patient support staff using reference sources and independent decision-making for complex situations

Benefits

• Comprehensive U.S. federal employee benefits package (eligibility depends on position type)
• Annual (vacation) leave accrual; potential credit for prior work/military service toward the annual leave earning rate