Medical Support Assistant

SelectUSA; Leeds (MA); On-site; USD 37,000 - 69,000; Full time

Job summary

SelectUSA is seeking a dedicated Medical Support Assistant to support patient care operations in Leeds, MA. The role involves clerical duties, communication with Veterans, and ensuring accurate data management. Ideal candidates will possess strong customer service and multitasking skills while providing exceptional support within a collaborative health care team.

Benefits

37-50 days of annual paid time off

Traditional federal pension

Federal health/vision/dental insurance

Qualifications

• Experience in clerical or administrative roles.
• Must be proficient in written and spoken English.
• Ability to work in a busy environment.

Responsibilities

• Provide administrative support to improve scheduling and communication integrity.
• Assist with admissions, discharges, and transfers.
• Update patient information and manage medical records.

Skills

Customer Service

Communication

Multi-tasking

Education

One year above high school

Tools

Computer systems

Job description

1 week ago Be among the first 25 applicants

Duties

The purpose of this position is to serve as a MSA and provide support for a wide range of assignments that include administrative support to increase scheduling and communication integrity across all services. Work is performed collaboratively in an Interdisciplinary Coordinate Care delivery model (Patient Aligned Care Team, or Specialty Care Setting). It is expected that entry level MSAs receive guidance from more experienced staff members and require frequent and direct supervision. The incumbent is considered the team's authority on clerical and administrative issues and will keep them informed of regulations, policies, procedures regarding eligibility and benefits, clinic management, statistical and data collection and customer service.

Help Duties

The purpose of this position is to serve as a MSA and provide support for a wide range of assignments that include administrative support to increase scheduling and communication integrity across all services. Work is performed collaboratively in an Interdisciplinary Coordinate Care delivery model (Patient Aligned Care Team, or Specialty Care Setting). It is expected that entry level MSAs receive guidance from more experienced staff members and require frequent and direct supervision. The incumbent is considered the team's authority on clerical and administrative issues and will keep them informed of regulations, policies, procedures regarding eligibility and benefits, clinic management, statistical and data collection and customer service.

Duties Include But Are Not Limited To

• Assisting with admission, discharges, and transfers in and out of assigned units.
• Updating the Bed Management System and per VA directives.
• Communicating with Veterans, their families, and other departments to expedite patient care and movement.
• Collects and updates insurance information from Veterans, family members and other eligible patients.
• Providing float coverage to assist other units as needed.
• Communicating with the Nurse on Duty (NOD) to ensure time and leave sheets are updated and available to timekeepers.
• Scanning and patient chart updates.
• Demonstrates excellent customer service and communication skills.
• Enters Veterans seeking emergent/urgent care, scheduling appointments accurately.
• Utilizes call lists and telephones Veterans to pre-register them before their scheduled visits. Incumbent updates all patient demographics.
• Review and documents 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; coordinating information and actions related to patient care and services; and scheduling appointments in accordance with VHA national scheduling guidelines.
• The work requires the ability to work in a busy environment, multi-task, ensure compliance, as well as process and follow-up on a very high volume of phone calls or written requests from patients inquiring about appointments or their status on the waiting list.
• Other duties as assigned.
  
  

Work Schedule: 40 Hours a week, Monday - Friday, 0730 am-4:00 pm, EST

Recruitment Incentive (Sign-on Bonus): Not Authorized

Permanent Change of Station (Relocation Assistance): Not Authorized

Pay: Competitive salary and regular salary increases When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).

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)

Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.

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 #:F03813, F03812,F01390

Permanent Change of Station (PCS): Not Authorized

Notes

• This announcement may be used to fill additional Vacancies with different tours in the future, based at the VA Medical Centers in Leeds, MA which includes a Clinic in Worcester MA.
• This is a Bargaining Unit Position
• Positions are covered by a Special Salary Rate
• Veterans' Preference: This position is listed on the annual determination of staffing shortages and Veterans Preference does not apply to this recruitment. Veterans are encouraged to apply and will receive full consideration.
• Current or former Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
• This position is in the Excepted Service and does not confer competitive status.
  
  

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. 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 dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
  
  

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. MSA's must be proficient in spoken and written English
• 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 (Transcripts required); Or
• Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable (Transcripts required).

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

GS-03 Entry Level Experience and Education. None beyond the basic requirements.

• Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below:
• Ability to meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments.
• Ability to utilize computer systems to enter administrative data in patient systems.
• Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care.
  
  

GS-04 Intermediate/Developmental level

• Experience. One year of 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
• Education. Two years of education above high school (Transcripts required); AND
• Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below:
• Ability to meet, communicate, and interact with individuals from varying backgrounds and other health care team members in a courteous and helpful manner in order to facilitate medical care for patients.
• Ability to use, and navigate between, various types of office automation equipment and software (i.e. computer systems, web based scheduling programs; insurance collection system; scanning software, multiple line phone systems; electronic faxing programs) to support patient care.
• Knowledge of basic medical terminology to assist in the provision of care to patients.
• Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics.
  
  

GS-05 Full Performance Level

• Experience. One year of experience equivalent to the GS-04 OR
• Education. Successful completion of a 4-years of education above high school (Transcripts required); AND
• Demonstrated KSAs
• 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.
• Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
• Ability to schedule medical appointments in a clinical setting.
• Ability to work independently in the accomplishment of a wide variety of duties [performing patient support work.
• Ability to communicate effectively and professionally [in person, electronically, and/or by telephone, with internal and external customers.
• Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution.
  
  

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 in the range of GS 03 to GS 05.

Physical Requirements: Medical Support Assistant functions require use of a computer and telephone. This requires use of fingers or speech recognition. Hearing required (aid permitted). Physical Requirements: See VA Directive and Handbook 5019

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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/ .

Additional Information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

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.

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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Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Health Care Provider

• Industries

  International Trade and Development

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