Advanced Medical Support Assistant - Outpatient Clinic Clerk

US-Department-of-Veterans-Affair; Beckley (WV); On-site; USD 42,000 - 62,000; Full time

Job summary

The Advanced Medical Support Assistant (MSA) at the VA outpatient clinic provides essential administrative support to physicians, nurses, and clinicians. The role includes scheduling and coordinating diagnostics and consults, maintaining patient data, and ensuring smooth clinic operations within a busy VA facility.

GS-6 level requires prior scheduling experience, strong communication, and the ability to work across interdisciplinary teams while maintaining compliance with VA policies and patient

Qualifications

• Experience scheduling, canceling, re-scheduling patient appointments and/or consults.
• Entering no-show information and monitoring electronic wait lists.
• Preparing for clinic visits and monitoring inpatient/outpatient appointments.
• Ensuring encounter forms are completed to obtain workload credit.
• Verifying and updating demographics and insurance information.
• Processing transfers to VA facilities or private hospitals; handling pre-authorization requirements.

Responsibilities

• Coordinate scheduling for diagnostic testing and consultative appointments.
• Assist physicians, PAs, nurses, and other staff with administrative workflows.
• Maintain accurate patient demographics and insurance data across systems.
• Monitor the electronic wait list and manage workload credit forms.
• Prepare for clinic visits and manage transfers when needed.

Skills

Scheduling coordination

Medical terminology

Interdisciplinary collaboration

Education

High school diploma / GED

Job description

The Advanced Medical Support Assistant (MSA) outpatient clinic clerk provides administrative support to Physicians, Physician's Assistants, Nurses, Advanced Registered Nurse Practitioners, Dietitians, Social Workers, and other administrative and professional staff throughout the facility. Other duties of the MSA will include administrative scheduling and appointment coordination for diagnostic testing, and consultative appointments for a multitude of clinical services. 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.
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.

Certification: None required.

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.

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. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Grade Determinations

Advanced Medical Support Assistant GS-6 Grade Level:

Experience

One year of experience equivalent to the GS-5 grade level.

• Experience is defined as experience that includes, but is not limited to: scheduling, canceling, re-scheduling patient's appointments and/or consults; entering no-show information; monitoring the electronic wait list; preparing for clinic visits; monitoring both inpatient and outpatient appointments for areas of responsibility; ensuring encounter forms are completed in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals; performing basic eligibility, co-pays and pre-authorization requirements for specific coverage (i.e., TRICARE, sharing agreements, etc.).

Knowledge, skills, and abilities for the GS-0679-6 level

Applicants must also be able to demonstrate all the following Knowledge, skills, and abilities for the GS-0679-6 level to qualify for this position:

1. 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.
2. 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.
3. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians.
4. 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.
5. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations.
6. 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.

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

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-06. The actual grade at which an applicant may be selected for this vacancy is GS-06.

Physical Requirements

The work is both sedentary and walking. The work requires the ability to handle multiple demands simultaneously in dealing with a wide variety of staff on a daily basis. Tasks will require prolonged use of computers. There are lengthy periods of sitting, interrupted by intervals of walking and climbing stairs about the medical center to make the many personal contacts required of this position.