Medical Support Assistant

U.S. Department of Veterans Affairs; New York (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

U.S. Department of Veterans Affairs seeks a Medical Support Assistant to support ward operations in an inpatient/outpatient setting. You will coordinate patient flow, schedules, and communications, while advising clinical staff on administrative processes.

The role requires basic federal qualifications, the ability to maintain patient records, and handling sensitive information with care. Regular hours on-site; teamwork and customer service are essential.

Qualifications

• U.S. citizenship required or eligible under policy.
• One year of creditable experience, or two years of education above high school.
• Knowledge of medical terminology to understand diagnoses and procedures.
• Ability to operate computerized systems for entering and retrieving patient data.
• Ability to schedule medical appointments and communicate policies.

Responsibilities

• Check ward roster daily against Ward Morning Report and Gains & Loss Sheet.
• Maintain Bed-board and update patient movement as appropriate.
• Coordinate admissions to the unit and initiate medical records in correct order.
• File/scan test results and data into patient charts for review.
• Keep inpatient chart current and purge as needed.
• Arrange transfers to VA and non-VA facilities; ensure chart is complete.
• Advise staff on ward routines and available services; provide policy guidance.

Skills

Medical terminology

Customer service

Communication

Scheduling

Independent work

Data handling

Education

Two years of education above high school

Job description

Summary

Incumbent serves as an integral administrative part of the ward treatment team - responsible for initiating and performing a variety of administrative duties. Employee uses a broad working knowledge of all Healthcare System programs and services to provide administrative coordination of patient care and to advise the professional staff on administrative and logistical factors associated with direct patient care.

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


• Experience


• One year of creditable experience equivalent to the next lower grade


• OR Education


• Two years of education above high school


• Experience/Education Combination: Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable Assignment: This is the full performance level for MSAs


• At this level - the MSA independently performs a full range of duties related to the delivery of health care services in an inpatient or outpatient setting


• Advises clinical staff on current administrative processes


• 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 8 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.)


• Knowledge - Skills - and Abilities (KSAs)


• In addition to the experience or education above - the candidate must demonstrate the following KSAs: (a) Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients


• (b) Skill in customer service with the ability to identify customer concerns - and refer to the appropriate staff - as necessary - to ensure a satisfactory resolution


• (c) 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


• (d) Ability to schedule medical appointments in a clinical setting


• (e) Ability to work independently in the accomplishment of a wide variety of duties performing patient support work


• (f) Ability to communicate effectively and professionally in person - electronically - and/or by telephone - with internal and external customers


• 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: One-year equivalent to at least next lower grade level (GS-4)


• 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-5. Physical Requirements: The Medical Support Assistant work is mostly sedentary


• however - some walking


• standing - and carrying light items are required


• Light filing - sometimes involving working close to the floor - is involved


• Wrist and back protection can be provided to minimize the risks associated with prolonged use of automated data processing equipment.

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Daily - checks the ward roster against the Ward Morning Report and Gains & Loss Sheet


• Maintains \"Bed-board -\" keeping it current by updating with each patient's movement (as appropriate for the unit/campus)


• Coordinates all aspects of patients' admissions to the unit by initiating a medical record with appropriate forms in correct sequential order


• Files/scans the results of various tests - and all other pertinent data - into patient\'s charts for the clinical staff\'s review


• Keeps the in-patient chart current and accurate


• Purges charts when necessary


• Maintains Contingency Plan files


• Makes necessary follow-up appointments


• Arranges for transfers to other facilities (VA and non-VA) - and St


• Albans Community Living Center - making sure that chart is in order - signatures obtained and chart complete


• Advises and assists in the orientation of patients and professional staff concerning ward routines and Medical Center programs and services


• Provides information and technical support on availability of services - points of contact - and necessary authorizations and approvals


• Advises new physicians and nurses of such things as locations of patient files - format for requesting medical tests and supplies - and the requirement for completing charts upon discharge


• Serves as communications coordinator for the inpatient unit


• Contacts physicians and supports services including Chaplain and Volunteer Service via telephone/pager


• Receives telephone calls and responds or refers these to the appropriate resource person


• Relays messages to the appropriate Team member


• Processes ward mail - including patient mail


• Instructs new employees and the clinical staff to policy and operational procedures necessary for the management of the ward


• Work Schedule: Monday through Friday 8:00am- 4:30pm Telework: not available Virtual: This is not a virtual position


• Functional Statement #: 369-A