Medical Support Assistant

The purpose of the position is to serve as an Medical Support Assistant, also known as Inpatient Ward Clerk in Health Administration Service. The incumbent is responsible for a wide range of assignments and provides administrative support to the section. DUTIES: The incumbent(s) receives telephone calls for the unit, records and relays messages to appropriate staff. Provides general information regarding visiting hours, office hours, and whether unit personnel are on duty. Aware of all units to which these policies apply and can identify with each by cross training and rotating units. Refers all questions pertaining to a patient's status or condition and all questions requiring medical or triage determination to the nursing staff. Coordinate with the medical clinics to send inpatients for required tests, pre-operative procedures, therapies and scheduled appointments based on the doctor's discharge instructions and/or consult management. Receives, directs, transfers, and discharges patients; receives and directs visitors; answer routine, abrupt, and emergent inquires and makes appropriate referral of questions concerning patient's condition. Coordinate with nursing staff, nursing staff supervisor and bed flow coordinator to assign rooms for new admissions and transfers. Build a medical chart for each new admission. Ensure that all required activities have been completed prior to discharging a patient, and that follow-up appointments and/or consults have been accurately scheduled. Prepare admission packets. Respond to technical questions regarding patient rights, responsibilities, and advance directives. Perform a variety of duties in support of data entry and collection for the unit.. Accurately maintains the Ward Gains and Losses log. Post patient's appointments, therapy times, and required labs and procedures on boards which are maintained at the nurses' station. Performs various administrative duties as it relates to the Residential Rehabilitation Treatment Program (RRTP) to include admissions and discharges. Manage and ensures timely and appropriate scheduling of consults and processes. Completes insurance capture entries (ICB) in adherence to local and national measures as third-party collections are a vital aspect of facility revenue. Electronically verifies doctors' orders and alerts staff for time critical medications, labs, x-rays, and EKG's. Manually transcribes doctors' handwritten or electronic orders onto the appropriate medication, pre-op, or treatment sheets for nursing staff. Verifies and corrects patient information in the computer systems concerning treating specialties, providers and times of movements, and informs supervisor of discrepancies. The incumbent(s) must be conscientious regarding the confidentiality of the variety of material that will be handled. The position requires a practical knowledge of an extensive body of the organization's rules and regulations governing confidentiality, including but not limited to the Privacy Act, Health Information Portability and Accountability Act (HIPAA, the Freedom of Information Act (FOIA) . Prints out and posts the most current on-call rosters, emergency list, and medical/surgical staff listing as appropriate boards on the wards. Ensure that the ward's printers, telephones, fax machines, copiers, document scanners, and shredders are operational and stocked with supplies. . Duties are performed independently but with supervision and auditing to ensure compliance with VHA directives, procedures, handbooks, laws and locally established policies. Incumbent accomplishes objectives of the Section and uses considerable judgment and initiative in solving problems to ensure efficient operation of their duties. I Performance is evaluated on the quantitative and qualitative effectiveness of the incumbent's ability to perform given job duties. The incumbent will also assist the Eligibility and Enrollment with management in the completion of data validation. Incumbent is responsible for adherence to all provisions of the Equal Opportunity Program in accordance with OPM and VA regulations and established medical center guidelines. Complies with all safety/fire prevention rules/regulations, using protective equipment when required and provided. Promptly reports all accidents and notifies supervisor of unsafe/unhealthful conditions in the workplace. Attends scheduled training sessions and participants in facility or service level safety promotions as directed by supervisor. Knows fire drill and emergency plans for work area, including location of all emergency fire equipment. Understands the facility disaster plan and coordinates section disaster drills. The position requires working both regular and irregular tours of duty, holidays and weekends. Incumbent(s) may also be required to work on any of the wards under HAS. Work Schedule: Varied. Will be discussed at the interview. Telework: Not avalable.Virtual: This is not a virtual position .Functional Statement #: 260111F, 260112F, 26417F VA Careers • Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELoTotal Rewards of a Allied Health Professional Basic Requirements. Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.). Experience and Education. 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. (SEE ADDITIONAL INFORMATION UNDER EDUCATION SECTION) Certification. None required. Grandfathering Provision. See under Education Section. Foreign Education. See under Education Section. Physical Requirements. See under Education Section. 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 3.j. GRADE REQUIREMENTS: See information under Education Section. Grade Determinations: In addition to the basic requirements for employment, candidates must meet the following grade-determining criteria for placement at grade levels specified. Medical Support Assistant, GS-03. Experience or Education. None beyond the basic requirements. Assignment. Employees at this grade level serve in a MSA entry-level developmental position. This is an entry level MSA position. It is expected that MSAs at this level will receive guidance from more experienced staff members and require frequent and direct supervision. At this level, MSAs apply general rules and policies relating to clinic functions, staff, and automated data processing methods in support of treatment to patients. They utilize a variety of patient data systems in scheduling patients for treatment and annotate patient records. They perform front desk duties, receive telephone call, and visitors to the MSA unit. They make and cancel appointments, review patient records for necessary information, and review patient demographics and insurance verification. They consult with clinic staff when processing physician scheduling and administrative orders. Medical Support Assistant, GS-04. Experience or Education. Experience. One year of creditable experience equivalent to the next lower grade (GS-03). Examples of creditable experience include but are not limited to experience in a clinic scheduling patients, utilizing patient data systems, performing front desk duties, answering phones, greeting visitors, verifying patient information and insurance, and coordinating with clinic staff on physician orders and scheduling needs. OR Education. One year of education above high school. Knowledge, Skills, and Abilities (KSAs). In addition to the experience or education above, the candidate must demonstrate the following KSAs: (a) Knowledge of basic medical terminology to assist in the provision of care to patients. (b) Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics. (c) Ability to meet, communicate, and interact with individuals from varying backgrounds and other health care team members in a courteous and helpful manner in order to facilitate medical care for patients. (d) Ability to use, and navigate between, various types of office automation equipment and software (i.e., computer systems, web based scheduling programs; insurance collection system; scanning software, multiple line phone systems; electronic faxing programs) to support patient care. Assignment. This is a developmental level MSA position. It is expected that MSAs at this level will receive minor and less frequent guidance from higher experienced staff members for more difficult tasks. Assignments at this level include, but are not limited to: scheduling and rescheduling patients for treatment; interviewing patients for appointments; referring patients to other medical specialty clinics; providing information to patients necessary to resolve VA Handbook complaints; interacting with both internal and external customers; reviewing and documenting medical outpatient and inpatient electronic health records, as well as administrative records; verifying third party insurance and updating information in the Insurance Capture Buffer (ICB) system; obtaining medical information from patients; coordinating information and actions related to patient care and services; and scheduling appointments in accordance with VHA national scheduling guidelines. MSAs at this level refer all questions regarding medical attention to the appropriate health care team member. Medical Support Assistant, GS-05. Experience or Education. Experience. One year of creditable experience equivalent to the next lower grade (GS-04). Examples of creditable experience include but are not limited to: interviewing patients for appointments; referring patients to other medical specialty clinics; reviewing and documenting medical outpatient and inpatient electronic health records, as well as administrative records; verifying third party insurance and updating information in the Insurance Capture Buffer (ICB) system; obtaining medical information from patients; and scheduling appointments in accordance with VHA national scheduling guidelines. OR Education. Two years of education above high school. Knowledge, Skills, and Abilities (KSAs). In addition to the experience or education above, the candidate must demonstrate the following KSAs: (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. Assignment. This is the full performance level for MSAs. At this level, the MSA independently performs a full range of duties related to the delivery of health care services in an inpatient or outpatient setting. Advises clinical staff on current administrative processes. The MSA is responsible for answering phones, greeting patients, relaying messages to appropriate staff inside or outside of the unit, and scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines. Assignments at this level include, but are not limited to: scheduling, canceling, re-scheduling patient appointments and/or consults; entering no-show information; monitoring appointment requests from multiple electronic sources; participating in huddles with other MSAs and/or clinic staff to determine the daily needs of the clinic, monitoring both inpatient and outpatient appointments in areas of responsibility; verifying and updating demographics and insurance information when patients check-in for appointments. Coordinates administrative functions relating to emergency and non-emergency transfers to other VA facilities or private hospitals and determines appointment type based on the patient's eligibility status (i.e., TRICARE, sharing agreements, collaterals, research patient, VA employee, etc.). Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.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. You must be a U.S. Citizen to apply for this job. To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the 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 identification 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. 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/. Documentation Requirements for Proof of High School Completion or higher: If using post-high school education to substitute for experience at the GS-04 or GS-05, you must submit a copy of your unofficial or official college transcript with your application. 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 (official). 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. Grandfathering Provision (continued from Qualifications section). 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: Such employees may be reassigned, promoted, or changed to a lower grade within the occupation. 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. 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. GRADE REQUIREMENTS: Creditable Experience. Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting] at the next lower grade level. Part-Time Experience. Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting] is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time workweek of credit for each two weeks of service. Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. Preferred Experience: Ability to multi-task, Knowledge of medical terminology, Excellent customer service.