Supervisory Medical Support Assistant

Quick Facts

• Role: Supervisory Medical Support Assistant (GS-07)

• Schedule: Monday–Friday, 7:00AM–3:30PM or 7:30AM–4:00PM

• Work setting: In-person (not virtual)

Description

You will supervise clinical administration areas for outpatient and primary care clinics, including assigning and reviewing work, setting deadlines, developing schedules, and completing performance appraisals and personnel actions. You will manage clinic operations such as clinic profiles, appointment scheduling, patient notification, recall procedures, and administrative support (e.g., composing letters and processing patient forms). You will also coordinate systems access and refresher training for VistA scheduling and related administrative functions to ensure accurate, timely data and documentation.

Responsibilities

• Supervise staff: set team goals, direct work, plan/assign/review work, evaluate performance, handle leave requests, and resolve informal complaints

• Manage clinic operations: create/maintain clinic profiles; cancel/reschedule/block appointments per policy and provider schedules; ensure patient notifications; manage patient flow and communication

• Ensure data quality: correct encounter and appointment wait time errors; validate demographics, insurance, and MEANS Test; monitor no-shows/cancellations and support recall scheduling procedures

• Provide customer service: act as a customer service ambassador and help resolve concerns for Veterans

• Maintain systems and training: coordinate VistA access for staff, ensure mandatory training/assessments, and provide refresher training for VistA packages (including Appointment Management, MEANS Test, Pre-registration, Electronic Wait List, clinic recall)

• Compliance and process improvement: provide input to leadership on policy/manual updates and ensure annual training completion for supervised staff

• Environmental Management Department liaison support as needed (e.g., equipment/work orders and coordination)

Requirements

• U.S. citizenship

• Proficiency in written and spoken English

• Subject to background/security investigation

• Complete required onboarding and pre-employment steps (I-9 documentation) and meet the VA seasonal influenza vaccination requirement

• High school diploma or GED equivalent

• One year of creditable experience equivalent to the next lower grade

• Demonstrate the required KSAs: supervisory abilities in a patient support setting, communication/customer service, briefing and staff development, delegation and program oversight, and adaptability

• Complete the Supervisory Situational Judgment Test (SSJT) during the assessment process

Benefits

• Competitive salary with regular salary increases

• 37–50 days of annual paid time off per year (annual leave, sick leave, and federal holidays)

• Up to 12 weeks paid parental leave after 12 months

• Child care subsidy eligibility after 60 days (income-based)

• Traditional federal pension and federal 401(k) with employer contribution up to 5%

• Federal health/vision/dental/term life/long-term care insurance options

• Telework: ad-hoc only