Medical Support Assistant

U.S. Department of Veterans Affairs; Pennsylvania; On-site; USD 42,000 - 52,000; Full time

Job summary

U.S. Department of Veterans Affairs in Erie, PA, is seeking a Medical Support Assistant for an open continuous announcement to fill vacancies within the Erie VA Healthcare System and associated CBOCs. Referrals will occur as positions become available; first cut point 11/17/2026 with additional cut points every two weeks.

Options include varied work schedules; telework not available; relocation not authorized; PCS not authorized; evenings/weekends/holidays possible.

Qualifications

• Advanced knowledge of medical terminology to understand diagnoses and procedures.
• Customer service skills to identify concerns and refer to staff as needed.
• Ability to operate computerized systems to enter, modify and retrieve patient data.
• Ability to schedule medical appointments in a clinical setting.
• Ability to work independently with a wide range of duties.
• Ability to communicate effectively with internal and external customers.

Responsibilities

• Manage phone calls, in-person inquiries, and messages about appointments and procedures.
• Gather information, assist with scheduling changes, and refer out-of-scope matters.
• Enter and retrieve data in electronic health records and scheduling systems.
• Determine patient eligibility for care per VA regulations and laws.
• Schedule and coordinate appointments, follow-ups, and urgent visits.
• Provide preparation instructions and update appointment notices and cancellations.

Skills

Medical terminology

Customer service

Data entry / IT systems

Scheduling appointments

Independent work

Communication

Education

High school diploma / GED

Two years post-high school education

Job description

Summary
This is an open continuous announcement which will be used to fill any Medical Support Assistant position that may become vacant within the Erie VA Healthcare System and associated CBOCs for which we are hiring and can be used for up to 90 days after the announcement closes. Applicants will be referred as positions become available. This is an open continuous announcement - the First cut point will be 11/17/2026 with additional cut points every 2 weeks as needed.

Summary
This is an open continuous announcement which will be used to fill any Medical Support Assistant position that may become vacant within the Erie VA Healthcare System and associated CBOCs for which we are hiring and can be used for up to 90 days after the announcement closes. Applicants will be referred as positions become available. This is an open continuous announcement - the First cut point will be 11/17/2026 with additional cut points every 2 weeks as needed.
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
• Licensure/Certification/Registration: None
• Grandfathering Provision: 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)
• 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
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service for requirements
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• Grade Determinations: Medical Support Assistant - GS-5: In addition to the basic requirements - you must meet the grade requirement: Experience: One year of experience equivalent to the GS-4 grade level
• OR - Education: Two years of education above high school
• AND - Demonstrated Knowledge - Skills - and Abilities: Candidates must demonstrate all of the KSAs below: Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients
• Skill in customer service with the ability to identify customer concerns - and refer to the appropriate staff - as necessary - to ensure a satisfactory resolution
• 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
• 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
• Preferred Experience: None
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/ The full performance level of this vacancy is a GS-5.

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional The Medical Support Assistant is a complex role requiring an understanding of VA policies - independent decision-making - and multidisciplinary collaboration
• The Medical Support Assistant shall demonstrate exceptional interpersonal and customer service communication skills while working collaboratively with medical center programs - services - and multidisciplinary team members in providing accessibility to care and in meeting a patient's care needs - both clinical and administrative
• Some of the major duties of this position include - and are not limited to: Manages telephone calls - in-person inquiries - and secure messages regarding appointments and procedures
• gathers necessary information - assists with scheduling changes - and refers matters outside the scope of assignment to the appropriate team or provider
• Utilizes computerized data entry and information processing systems - understand the medical center's organization - services - and basic rules governing visitors and patient treatment to efficiently and effectively provide information - schedule appointments - perform record keeping duties - and provide referrals
• Determines patient eligibility for care in accordance with VA regulations - public laws - and state laws
• refers patients to Enrollment and Eligibility to complete overdue means tests and verify insurance coverage
• Reviews records for deficiencies - referral information - and completeness before transfers or specialized care
• directs patients to Release of Information to support continuity of care for non-VA referrals and emergency treatment
• Schedules and coordinates appointments - consults - follow-ups - procedures - and urgent visits in VistA/VSE and DHCP
• provides preparation instructions - records required information - mails or communicates appointment notices - and updates cancellations - corrections - and rescheduling
• Resolves scheduling conflicts with the Administrative Officer of the Day - coordinates daily clinic activities with the care team - and generates daily Encounter Action Required Reports in accordance with VA policy
• Scheduling directives must be followed - to include complying with next available/desired date policies
• Communicates with patients - families - and medical center staff - including patients with physical or mental health challenges
• Uses tact - compassion - diplomacy - and sound judgment to establish trust - provide direction - and ensure patients understand and complete required forms and documents - including when they are confused - hostile - and suspicious of the care and treatment needs
• Work Schedule: This will be discussed during the interview - multiple work schedules available
• Work schedule will be determined upon selection
• NOTE: May be expected to work evenings - rotating weekends - and/or holidays
• Telework: Not Available
• Virtual: This is not a virtual position
• Relocation/Recruitment Incentives: Not Authorized
• Permanent Change of Station (PCS): Not Authorized.