Advanced Medical Support Assistant

U.S. Department of Veterans Affairs; Castle Point (NY); On-site; USD 48,000 - 72,000; Full time

Job summary

The U.S. Department of Veterans Affairs (Castle Point Campus) is seeking an Advanced Medical Support Assistant for an intermittent position. The role supports health care delivery in inpatient and outpatient settings, advises clinical staff on administrative processes, and handles front-office duties.

Hours are on an as-needed basis with no guaranteed schedule. Candidate will assist with patient check-ins, appointment coordination, and maintaining accurate demographics and insurance information.

Qualifications

• US citizenship required and English proficiency as per VA standards.
• High school diploma or GED equivalence required.
• Experience as an Administrative/Support role is preferred.

Responsibilities

• Provide front-office and health system administrative support in inpatient and outpatient settings.
• Assist with scheduling, reminders, and patient flow under supervision.
• Coordinate with interdisciplinary care teams to support clinic operations.
• Manage phone calls, messages, and basic data entry for patient records.

Skills

Administrative support

Scheduling

Patient coordination

Communication

Interdisciplinary teamwork

Education

High school diploma

GED equivalency

Job description

Summary

The VA Hudson Valley Health Care System's Castle Point Campus is recruiting an Advanced Medical Support Assistant for an intermittent - above-full-performance-level position. The role involves delivering health care services in both inpatient and outpatient settings - advising clinical staff on administrative processes - and handling front-office duties. Because the position is intermittent - work is performed on an as-needed basis with no guaranteed or prescheduled hours.

Summary

The VA Hudson Valley Health Care System's Castle Point Campus is recruiting an Advanced Medical Support Assistant for an intermittent - above-full-performance-level position. The role involves delivering health care services in both inpatient and outpatient settings - advising clinical staff on administrative processes - and handling front-office duties. Because the position is intermittent - work is performed on an as-needed basis with no guaranteed or prescheduled hours.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• Experience: None
• Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• Foreign Education
• To be creditable - education completed outside the U.S. must be deemed at least equivalent to that gained in a conventional U.S. program by a private organization specializing in the interpretation of foreign educational credentials
• Licensure/Certification/Registration: None
• Grandfathering Provision: Employees in VHA in this occupation - under a permanent - appropriate - and legal placement on the effective date of the qualification standard - are considered to have met all qualification requirements for the grade and/or assignment held - including positive education and registration/certification where applicable
• For employees who do not meet all the basic or assignment-specific requirements in this standard but met the qualifications applicable to the position at the time they were appointed - the following provisions apply: (1) 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
• (2) Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet NOTE: This provision is not intended to regularize appointments/placements
• Grade Determinations: In addition to the basic requirements for employment - candidates must meet the following grade-determining criteria for placement at grade levels specified
• Advanced Medical Support Assistant (Above Full Performance) - GS-06
• (1) Experience
• One year of creditable experience equivalent to the next lower grade - GS-05
• Medical Support Assistant - GS-05 - Creditable Experience: Examples of creditable experience include but are not limited to: answering phones - greeting patients - relaying messages to appropriate staff inside or outside of the unit
• scheduling - canceling - re-scheduling patient appointments and/or consults
• entering no-show information
• 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
• Coordinating 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.)
• AND (2) Knowledge - Skills - and Abilities (KSAs)
• In addition to the experience above - the candidate must demonstrate the following KSAs: (a) Advanced knowledge of the technical health care process (including - but not limited to - scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals) as it relates to access to care
• (b) Advanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow - and patient support care administrative functions to include - but not limited to appointment cycles - outside patient referrals - follow-up care - overbooking - provider availability - etc
• (c) Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• (d) Ability to collaborate and communicate with a wide range of medical clinicians across multiple disciplines (e.g. - medical doctors - nurse practitioners - physician assistants - psychologists - psychiatrists - social workers - clinical pharmacists - and nursing staff) to accomplish team goal setting to ensure medical care to patients is met
• (e) Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• (f) Ability to communicate tactfully and effectively - electronically - by phone - in person - and in writing - with internal and external customers
• This may include preparing reports in various formats and presenting data to various organizational levels - as well as resolving patient concerns
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service for requirements.

Duties

• The Advanced Medical Support Assistant independently performs a full range of duties related to the delivery of health care services in an inpatient or outpatient setting at the Castle Point Campus of VA Hudson Valley Health Care System
• The incumbent works collaboratively within an interdisciplinary care team - providing specialized and expert administrative support to ensure efficient clinic operations and continuity of patient care
• This is an intermittent position - meaning the employee works on an as-needed basis with no guaranteed or prescheduled hours
• Major Duties - include but are not limited to: 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
• Answers phones - greets patients - and relays messages to appropriate staff inside or outside the unit
• Schedules - cancels - and reschedules patient appointments and/or consults - including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines
• Enters no-show information and monitors appointment requests from multiple electronic sources
• Participates in huddles with other MSAs and/or clinic staff to determine the daily needs of the clinic
• Monitors both inpatient and outpatient appointments in areas of responsibility
• Verifies and updates 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 Determines appointment type based on the patient's eligibility status (e.g. - TRICARE - sharing agreements - collaterals - research patients - VA employees)
• Assists with communications during inpatient-to-outpatient discharge
• Communicates with non-VA medical facilities as needed
• Develops and manages a tracking system for follow-up care - such as consults and tests
• Monitors pre-appointment requirements to ensure readiness for patient visits (e.g. - X-ray - labwork)
• Evaluates patient information and clinic schedule lists to determine vested status
• Utilizes multiple computer applications to perform the above duties
• Provides rotational coverage as assigned between the Montrose and Castle Point campuses
• Other duties as assigned
• Total Rewards of a Allied Health Professional Work Schedule: Intermittent - Hours may vary - 8:00am - 4:30pm
• Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized
• Permanent Change of Station (Relocation Assistance): Not Authorized
• Pay: Competitive salary and regular salary increases
• Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave - 13 days of sick leave - 11 paid Federal holidays per year) Parental Leave: After 12 months of employment - up to 12 weeks of paid parental leave in connection with the birth - adoption - or foster care placement of a child
• Child Care Subsidy: After 60 days of employment - full time employees with a total family income below $144 -000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66
• Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not Available
• Virtual: This is not a virtual position
• Functional Statement #: 12447F Permanent Change of Station (PCS): Not Authorized.