Medical Support Assistant

US-Department-of-Veterans-Affair; Chicago (IL); On-site; USD 36,000 - 48,000; Full time

Job summary

The US Department of Veterans Affairs seeks a Medical Support Assistant (MSA) to support physicians, nurses, and other clinical staff by handling essential administrative tasks and patient flow coordination. The MSA is a key component in ensuring efficient clinic operations and accurate patient information management.

Responsibilities include greeting patients, scheduling appointments, updating records, and communicating with internal and external staff.

Qualifications

• High school diploma or GED or state equivalency certificate.

Responsibilities

• Answer phones and greet patients.
• Schedule and coordinate patient appointments per clinic guidelines.
• Enter and verify patient demographics and insurance information.
• Relay messages to appropriate staff and support patient flow.
• Provide frontline administrative assistance to clinical staff.

Skills

Medical terminology

Customer service

EHR systems

Appointment scheduling

Independent work

Communication skills

Education

High school diploma / GED

Tools

EHR systems

Job description

The Medical Support Assistant (MSA)

is responsible for performing a variety of technical support duties that facilitate the work of physicians, physician assistants, nurses, nursing assistants, and other members of the medical facility who provide direct patient care. The MSA are considered chief sources of patient care and patient flow information. The MSA is a key member of the patient care team providing crucial administrative advice and guidance.

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.
• Licensure/Certification/Registration: None.
• 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.
• 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 the basic requirements for employment, candidates must meet the following grade-determining criteria for placement at grade levels specified.

Grade Determinations

Medical Support Assistant GS-05

Experience: One (1) 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.

Education: Two (2) years of education above high school. (TRANSCRIPTS REQUIRED)

AND, In addition to the experience or education above, the candidate must demonstrate the following KSAs:

DEMONSTRATED KNOWLEDGE, SKILLS AND ABILITIES

• 1. Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
• 2. Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution.
• 3. 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.
• 4. Ability to schedule medical appointments in a clinical setting.
• 5. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work.
• 6. Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers.

ASSIGNSMENT

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-05. The actual grade at which an applicant may be selected for this vacancy is GS-05.

Physical Requirements

The work is mostly sedentary. It typically requires sitting with sustained periods of concentration. There will be some walking, standing, bending, and carrying relatively light objects. The position may also require stooping, reaching, lifting, pulling, and other moderate exertion or strain. Incumbents may occasionally have to walk some distance to a meeting or another clinic within the facility.