Medical Support Assistant

Veterans Health Administration; Norman (OK); On-site; USD 32,000 - 42,000; Full time

Job summary

U.S. Department of Veterans Affairs in Norman, OK seeks an entry-level Medical Support Assistant to handle front-desk duties, schedule patient appointments, and support clinical staff.

The role emphasizes accurate data entry, insurance verification, and courteous communication with patients and care teams. Responsibilities include scheduling, interviewing patients, updating records, and coordinating with clinics to ensure timely treatment and smooth patient flow.

Qualifications

• High school diploma or GED required.
• Knowledge of basic medical terminology to assist in patient care.
• Ability to record patient messages and understand physician requests.
• Ability to interact with patients and health care staff in a courteous, helpful manner.
• Ability to operate scheduling and office automation software to support patient care.

Responsibilities

• Schedule and reschedule patients for treatment and appointments.
• Interview patients to determine appointment needs and eligibility.
• Review and verify patient demographics and insurance information.
• Enter, modify, and retrieve patient data in electronic health records and scheduling systems.
• Coordinate with clinic staff to route patients to appropriate services.

Skills

Medical terminology

Communication

Interpersonal skills

Scheduling software

Education

High school diploma

GED equivalency

Tools

Insurance Capture Buffer (ICB) system

Job description

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: None Education*: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f)
• *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)
• Grandfathering Provision
• Employees in VHA in this occupation, under a permanent, appropriate, and legal placement effective February 5, 2026 of the qualification standard, are considered to have met all qualification requirements for the grade and/or assignment held, including positive education and registration/certification where applicable
• For employees who do not meet all the basic or assignment-specific requirements in this standard but met the qualifications applicable to the position at the time they were appointed, the following provisions apply: Employees who are appointed on a temporary basis prior to the effective date of the qualification standard may not have their temporary appointment extended or be reappointed on a temporary or permanent basis until they fully meet the basic requirements of the standard
• Employees retained in this occupation under this provision who subsequently leave the occupation lose protected status and must meet the full VA qualification standard requirements in effect at the time of re-entry to the occupation
• NOTE: This provision is not intended to regularize appointments/placements Grade Determinations: Medical Support Assistant, GS-3 Experience or Education
• None beyond the basic requirements
• Assignment
• This is an entry-level developmental position
• MSAs apply general rules and policies relating to clinic functions, staff, and automated data processing methods in support of treatment to patients
• They utilize a variety of patient data systems in scheduling patients for treatment and annotate patient records
• They perform front desk duties, receive telephone call, and visitors to the MSA unit
• They make and cancel appointments, review patient records for necessary information, and review patient demographics and insurance verification
• They consult with clinic staff when processing physician scheduling and administrative orders
• Grade Determinations: Medical Support Assistant, GS-4 Experience or Education
• (a) Experience
• One year of creditable experience equivalent to the next lower grade.
• OR (b) Education
• One year of education above high school
• Knowledge, Skills, and Abilities (KSAs)
• In addition experiencing performing assignments at the GS-3 level, the candidate must demonstrate the following KSAs: (a) Knowledge of basic medical terminology to assist in the provision of care to patients
• (b) Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics
• (c) 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
• (d) 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
• GS 4 Assignment
• This is a developmental level MSA position
• Assignments include, but are not limited to: scheduling and rescheduling patients for treatment
• interviewing patients for appointments
• referring patients to other medical specialty clinics
• providing information to patients necessary to resolve VA Handbook complaints
• interacting with both internal and external customers
• 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
• coordinating information and actions related to patient care and services
• and scheduling appointments in accordance with VHA national scheduling guidelines
• MSAs at this level refer all questions regarding medical attention to the appropriate health care team member
• Grade Determinations: Medical Support Assistant, GS-4 Experience or Education
• (a) Experience
• One year of creditable experience equivalent to the next lower grade
• OR (b) Education
• Two years of education above high school
• Knowledge, Skills, and Abilities (KSAs)
• In addition to the experience performing assignments at the GS-4 level, 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
• Assignment
• This is the full performance level for MSAs
• 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-5. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-3 to GS-5. Physical Requirements: The work performed is predominately clerical in nature and requires no special physical standards
• The work is usually performed in an office setting, working with others and/or alone
• As typical in an office setting, there is the possibility for multiple distractions from normal operating functions and the incumbent is expected to be able to physically perform the duties of the position, aides permitted (which may include walking, sitting, standing, reaching, and bending.) The work may also include the need for light lifting and carrying (under 15 lbs.) of work materials (i.e.: books, binders, papers, etc.).