Advanced Medical Support Assistant (Scheduler)

U.S. Department of Veterans Affairs; Indianapolis (IN); On-site; USD 44,000 - 59,000; Full time

Job summary

The U.S. Department of Veterans Affairs is seeking an Advanced Medical Support Assistant (Scheduler) for the Indianapolis VA Medical Center. This role includes managing patient scheduling, ensuring effective communication with healthcare teams, and providing administrative support in a fast-paced environment. Ideal candidates will possess strong organizational and communication skills, with experience in clerical or healthcare settings preferred.

Benefits

37-50 days of annual paid time off

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

Paid parental leave after 12 months

Childcare subsidy for eligible employees

Qualifications

• Experience in clerical, office, customer service, or administrative work.
• Ability to communicate effectively with a diverse group of healthcare professionals.
• Knowledge of medical terminology related to patient flow and care.

Responsibilities

• Manage scheduling of appointments for veterans and their caregivers.
• Update and verify patient demographics and insurance information.
• Assist with duties such as training new staff and preparing correspondence.

Skills

Communication

Organizational Skills

Customer Service

Medical Terminology

Education

One year above high school

Job description

Advanced Medical Support Assistant (Scheduler)

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Advanced Medical Support Assistant (Scheduler)

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U.S. Department of Veterans Affairs provided pay range

This range is provided by U.S. Department of Veterans Affairs. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$44,959.00/yr - $58,989.00/yr

Summary

The Department of Veterans Affairs, Indianapolis VA Medical Center is seeking motivated individuals to join their team to serve as an Advanced Medical Support Assistant. The Indianapolis VA Medical Center is hiring at multiple locations with varying tour of duties.

This is an open continuous announcement. We accept applications on an ongoing basis; qualified applicants will be considered as vacancies become available.

You may be referred and contacted by multiple departments and locations.

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Duties

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo

The Advanced MSA supports the Facility Wide with ongoing management of contacting veterans and their caregivers for scheduling, canceling, and re-scheduling appointments and/or consults; entering no-show information; preparing for clinic visits; verifying and updating demographics and insurance information; processing records from outside medical care, and obtaining copies of form DD214 (Report of Military Separation) as needed for eligibility and benefit determination. Day to day tasks include, but may not be limited to:

• Knowledgeably utilizes VA scheduling software including the Electronic Health Record, ISS, VS GUI and Virtual Care Manager in establishing patient appointments within the appropriate desired date.
• Adheres to scheduling protocol on patient outreach attempts and ensures appointments entered in ISS are accurately reflected in CPRS.
• Appointments are cancelled/rescheduled according to established protocols and informational note is entered in CPRS.
• Patients receive a call 24-hours in advance and are reminded of scheduled appointments.
• Verifies and updates demographic and eligibility information in computer systems.
• Refers all questions requiring immediate medical or clinical attention to the appropriate health care team member.
  
  

The incumbent utilizes various reports to complete assigned tasks, such as EARR (Error Action Required report), 1st time appointment reports, consults due reports, and other national, VISN, and locally developed reports. Additional day to day tasks includes, but may not be limited to:

• Assists in the update, development, and maintenance of program materials, packets, and other printed materials.
• Assists with the orientation/on the job training of new staff.
• Completes work orders and contacts appropriate staff when requested to support the environment of care.
• Prepares correspondence to support the administrative functions of the assigned team; all correspondence is neatly formatted and checked for appropriate spelling and grammar, all documents are the current version, and outgoing Certified mail meets USPS standards.
• Participates in scheduling/phone audits and reviews to ensure effective scheduling practices.
• May have other administrative duties assigned, including but not limited to records management
  
  

The incumbent provides support for the Health Administration Service and also cross trained in many of the specific job functions of other support staff performing duties such as resulting consults, scanning, and providing front desk coverage. This versatility enables the incumbent to provide cross coverage for time sensitive administrative duties needing completion when those staff with primary responsibility are unavailable.

Work Schedule: Days Shift Tours

Compressed/Flexible: Not available

Telework: Not Available

Virtual: This is not a virtual position.

Functional Statement #:

Permanent Change of Station (PCS): Not Authorized

Financial Disclosure Report: Not required

Recruitment Incentive: Not Authorized

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)

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• 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 complaint cannot be utilized as an acceptable form of identification for employment.
  
  

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. All other requirements must be met within 30 days of the closing date of this announcement.

Basic Requirements:

• 
  
  United States Citizenship: Citizen of the United States. Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Experience and Education:
• Experience: Six months experience of clerical, office, customer service, or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR,
• Education: One year above high school; OR,
• Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.

Grade Determination:

In addition to meeting basic requirement listed above, applicant must possess at least one year experience at or equivalent to work at the next lower level, GS5 (Full Performance level), that provides the knowledge, skills, and abilities to perform successfully the work of the position.

Demonstrated Knowledge, Skills, and Abilities (KSAs). Candidates must demonstrate, in their resume, all of the KSAs below:

• 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.
  
  

ii. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations.

iii. 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.

iv. 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.

• 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.
  
  

vi. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians.



Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

• Grandfathering Provision: 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).
• Physical requirements: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items such as papers, books, small parts, or driving an automobile, etc. No special physical demands are required to perform the work.
  
  

Education


IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.



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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

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• Help A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
  
  

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Health Care Provider

• Industries

  Hospitals and Health Care

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