Lead Medical Support Assistant

U.S. Department of Veterans Affairs; Milwaukee (WI); On-site; USD 42,000 - 54,000; Full time

Job summary

The U.S. Department of Veterans Affairs U.S. Clement J.

Zablocki VA Medical Center in Milwaukee, WI, seeks a Medical Support Assistant in the Health Administration Department. The role involves patient scheduling, front-desk duties, and coordination with clinical staff to ensure efficient office operations. Qualified candidates will have a High School Diploma or GED and at least one year of relevant experience; VA experience and knowledge of healthcare workflows are a plus.

Qualifications

• Education/experience: GS-6 requires 1 year of directly related experience.
• Citizenship and English proficiency are required.
• Education: High School Diploma or equivalent is required.
• Grandfathering provision may apply to current VA employees in this occupation.

Responsibilities

• Advise clinical staff on administrative processes and workflows.
• Answer phones, greet patients, and relay messages.
• Schedule, cancel, and reschedule appointments and consultations.
• Update demographics and insurance information at check-in.

Skills

Organizational skills

Communication skills

Staff development

Staffing coordination

Data monitoring

Education

High School Diploma or GED

Job description

Summary

This position is located at the Clement J. Zablocki VA Medical Center - Milwaukee - Wisconsin - in the Health Administration Department.

Summary

This position is located at the Clement J. Zablocki VA Medical Center - Milwaukee - Wisconsin - in the Health Administration Department.

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: Must be proficient in basic written and spoken English
• Education/Experience: Experience
• No experience required Education: Must possess a High School Diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• 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)
• IN ADDITION TO MEETING THE BASIC REQUIREMENTS LISTED ABOVE - YOU MUST MEET THE GRADE REQUIREMENTS AT THE GS-6 LEVEL TO QUALIFY FOR THIS POSITION
• GS-6 Grade Level Requirements: Experience: Must possess one (1) year of experience that is directly related to the duties of an MSA
• To be creditable - this experience must be equivalent to the next lower grade level - GS-5 - and demonstrate the knowledge - skills - and abilities (KSAs) associated with current MSA responsibilities
• Experience at this level includes assignments such as advising clinical staff on current administrative processes
• answering phones - greeting patients - relaying messages to appropriate staff inside or outside of the unit
• scheduling - canceling - re-scheduling patient appointments and/or consults in a computerized scheduling system to include interpreting and verifying provider orders
• 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
• and coordinating administrative functions relating to emergency and non-emergency transfers to other facilities
• In addition - applicants must demonstrate the following KSAs: AND Demonstrate knowledge - Skills - and Abilities: KSA- 1 Ability to organize work - set priorities - and delegate tasks/responsibilities in order to meet deadlines
• KSA- 2 Skill in communicating with individuals to obtain the desired effect - ensuring compliance with established policies and regulations
• KSA-3 Ability to provide staff development and training
• KSA-4 Ability to manage staffing requirements - manage priorities - and coordinate with staff in the unit in order to complete duties in an accurate and timely manner
• This includes the ability to follow-up on pending issues and demonstrate an understanding of the impact of incomplete work KSA -5 Ability to review and monitor data to ensure all reports are complete and accurate
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• Physical Requirements: The work is primarily sedentary
• Physical demands do not exceed those of a typical office setting
• There may be some walking - standing twisting - turning - sitting - pushing - bending - repetitive keyboarding - or carrying of light items
• Some positions may require sitting for long periods of time at a computer terminal typing data while talking on a telephone headset.

Duties

• Total Rewards of a Allied Health Professional Plans and organizes work with general assistance from the supervisor as to meet local and VA-wide time frames to complete analysis requirements - reports and special assignments and only refers to the non-routine and high technical problems to the supervisor
• Responsible for reporting backlogs - difficulties in meeting deadlines - uncooperative physicians - or difficulty in securing information from clinicians or the record
• Responsible for maintaining the confidentiality of information obtained to carry out required duties
• Routinely communicates with physicians - case managers - and other allied health professional staff using sound interpersonal skills and is constantly aware of sensitive information
• Works independently making decisions based on guidelines - precedents and regulations and performs duties in such a manner that only minimal supervision is required
• All other duties as assigned
• Work Schedule: 0800am - 1630pm - Monday - Friday Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 10227F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized