Medical Support Assistant

U.S. Department of Veterans Affairs; Sioux Falls (SD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Federal benefits

Paid time off

Retirement benefits

Job summary

The U.S. Department of Veterans Affairs is seeking a Medical Support Assistant in Sioux Falls to provide essential medical administrative support for one or more outpatient clinics.

You will manage appointments, assist with patient communication, and coordinate information between staff, patients, and caregivers to ensure smooth clinic operations. The role emphasizes accurate scheduling, data entry into electronic records, insurance verification, and using multiple clinical IT systems to support

Qualifications

• Knowledge of basic medical terminology to assist in patient care.
• Ability to schedule medical appointments in a clinical setting.
• Ability to operate and navigate office automation equipment and EHR systems.

Responsibilities

• Maintain appointment schedules for outpatient clinics.
• Provide administrative support to clinical staff and coordinate records.
• Answer phones and route requests following privacy rules.
• Enter and update patient demographics and insurance verification.
• Process message handling and secure messaging.
• Coordinate referrals and testing with external facilities.

Skills

Medical terminology

Customer service

Office software

Scheduling

Communication

Interpersonal skills

Education

High school diploma / GED

Tools

VistA Scheduling

Integrated Scheduling Solution (ISS)

Oracle Cerner

Electronic health record systems

Job description

Summary

The Medical Support Assistant (MSA) provides medical administrative support to one or more outpatient clinic and is an integral member of the clinic team to effectively carry out day-to-day administrative operations of the clinic. The MSA is responsible for accurate appointment management and the coordination of all administrative information between the professional staff - patient - patient caregiver and/or representative.

Qualifications

All qualifying experience you possess must be clearly described in your application package. We will not make assumptions when reviewing applications. Failure to clearly demonstrate your experience in your application package may result in disqualification.

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
• Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• (TRANSCRIPTS REQUIRED) Certification: None Required English Language Proficiency: MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005 - Part II - Chapter 3 - Section A - paragraph 3.j
• 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: Medical Support Assistant (Entry Level) GS-3 Experience or Education: None beyond the basic requirements
• Medical Support Assistant (Developmental Level) GS-4 Experience: One year of creditable experience equivalent to the next lower grade
• -OR- Education: One year of education above high school
• (TRANSCRIPTS REQUIRED)
• -AND- Demonstrated Knowledge - Skills - and Abilities: 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
• 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
• Medical Support Assistant (Full Performance Level) GS-5 Experience: One year of experience equivalent to the GS-4 grade level
• -OR- Education: Two years of education above high school (TRANSCRIPTS REQUIRED)
• -AND- Demonstrated Knowledge - Skills - and Abilities: 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
• 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position
• Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.

Duties

• Total Rewards of a Allied Health Professional Major duties include - but are not limited to the following: Works collaboratively in an in disciplinary care delivery model and performs receptionist - customer service - and administrative duties for the proper and timely treatment of patients
• Demonstrates substantial skill in planning - organizing - problem solving - and decision making
• They maintain appointment schedules for one or more outpatient clinics - while demonstrating a high level of oral and written communication skills
• Provides administrative support to our clinical colleagues in the care of our Nation's Veterans
• Utilizes a variety of patient data systems and is responsible for performing scheduling functions including appointment scheduling/rescheduling - and cancellations - providing reception to incoming and outgoing customers and communication - appointment check in/out - verification and disposition of provider orders - manual and electronic data entry - reviewing - updating patient demographics - insurance verification - as well as reviewing and dispositioning Message Manager and Secure Messages
• Receive phone calls in a courteous and timely manner - determine the nature of requests and provide the information desired using privacy rules and established clinic processes
• Schedule the patient's future appointments with appropriate clinical team members
• Organizes paperwork required for the examination
• Request medical records from community healthcare facilities - schedules consultation appointments - special procedures - and/or testing labs - radiology - CPAP - PFT's - pulmonary - and other clinics to coordinate care
• Able to interpret and communicate requirements of VHA Scheduling Directives and policies - such as scheduling appointments - VistA Scheduling Enhancement (VSE) - Integrated Scheduling Solution (ISS) - Oracle Cerner - Consult Tracking Manager (CTM) - Consult Toolbox (CTB) - Virtual Care Manager (VCM) - Patient Check In (PCICSV) - VEText - Audiocare - Telehealth Management Platform (TMP) - Scheduling Manager - Insurance Capture Buffer (ICB) - Message Manager and Secure Messaging with the assistance of a more senior AMSA or Supervisor
• Appointments will be made with the patient's input - either in person - over the phone - or through written communication
• This may require a high level of coordination to avoid patients having to make multiple trips to the medical center or clinic
• They notify his/her supervisor when clinic access is less than desirable or if an individual patient cannot be scheduled within mandated clinic timeframes
• Daily review of return to clinic orders - queries - and referrals
• May be required to enter electronic work order requests for the area they are supporting
• Work Schedule: Monday - Friday
• 8:00am - 4:30pm 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 #: 000000 Permanent Change of Station (PCS): Not Authorized