Medical Support Assistant (Advanced)

U.S. Department of Veterans Affairs; Ardmore (OK); On-site; USD 45,000 - 60,000; Full time

Job summary

The U.S. Department of Veterans Affairs in Ardmore, OK is seeking an Advanced Medical Support Assistant (AMSA) at GS-6.

This clerical role supports interdisciplinary care delivery, reviews records, manages appointments, and coordinates communications between veterans, providers, and community services. You will operate within Primary Acute Care Teams and various clinics, handling scheduling, eligibility checks, and customer service with a focus on accuracy and compassion.

Qualifications

• High school diploma or GED or state proficiency certificate.
• English speaking/writing proficiency per 38 U.S.C.
• Experience: one year at GS-5 level or equivalent.

Responsibilities

• Review patient records and physician orders.
• Coordinate and schedule patient appointments across units.
• Serve as receptionist and communications coordinator for units.
• Process beneficiary travel claims as needed.
• Maintain patient privacy and confidentiality per law.

Skills

Customer service

Communication

Scheduling

Coordination

Medical terminology

Education

High school diploma or GED

Educational proficiency certificate

Tools

Electronic health records

Job description

• The 2-page Resume requirement does not apply to this occupational series. For more information - refer to Required Documents below.** Advanced Medical Support Assistant(s) are assigned to the following sections: Primary Acute Care Teams (PACT) - various Specialty Clinics - Nursing Service or Inpatient Care. The Advanced Medical Support Assistant(s) provides specialized and expert administrative patient support in an interdisciplinary coordinated care delivery model.

Summary

• The 2-page Resume requirement does not apply to this occupational series. For more information - refer to Required Documents below.** Advanced Medical Support Assistant(s) are assigned to the following sections: Primary Acute Care Teams (PACT) - various Specialty Clinics - Nursing Service or Inpatient Care. The Advanced Medical Support Assistant(s) provides specialized and expert administrative patient support in an interdisciplinary coordinated care delivery model.

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: Advanced Medical Support Assistant - GS-6 In addition to meeting the Basic Requirements outlined above - candidates must possess the required specialized experience and be able to demonstrate all Knowledge - Skills and Abilities (KSAs) as summarized below
• Experience: One year of experience equivalent to the GS-5 level
• (Scheduling and rescheduling patients for treatment
• interviewing patients for appointments
• referring patients to other medical specialty clinics
• providing information to patients necessary to resolve 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
• obtaining medical information from patients
• coordinating information and actions related to patient care and services
• and scheduling appointments in accordance within guidelines.) AND Demonstrated Knowledge - Skills - and Abilities
• In addition to the experience above - the candidate must demonstrate the following KSAs:: i
• Ability to collaborate [and] communicate [with a wide range of medical clinicians across multiple disciplines (e.g
• medical doctors - nurse practitioners - physician assistants - psychologists - psychiatrists - social workers - clinical pharmacists - and nursing staff) to accomplish team goal setting to ensure medical care to patients is met.] ii
• [Ability to independently] set priorities and organize [ ] work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• iii
• Ability to communicate tactfully and effectively - [electronically - by phone - in person] - and in writing - [with internal and external customers]
• This may include preparing reports in various formats and presenting data to various organizational levels - [as well as resolving patient concerns]
• iv
• Advanced knowledge of the technical health care process [(including - but not limited to - scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals)] as it relates to access to care
• [v.] Advanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow - and patient support care [administrative functions] to include - but not limited to appointment cycles - outside patient referrals - follow-up care - overbooking - provider availability - etc
• [vi.] Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• 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-6. 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.).

Duties

• MPORTANT NOTICE: This is an open continuous announcement and will remain open until September 30 - 2027
• Qualified applicants will be considered and referred as vacancies become available
• This announcement may close without advanced notice
• Major duties of the Advanced Medical Support Assistant (AMSA) include - but are not limited to: Reviews patient records - physician orders/consults - completing basic eligibility review for Community Care benefits Processes and manages consults through the life cycle of the consult - following relevant directives - guidelines - and SOPs regarding scheduling practices - initiation of authorizations - communications with patients and providers
• Functions as a liaison between the VA - the community provider - the veteran - and Third-Party Administrator (TPA)
• Receives and responds to incoming telephone calls to the department - secure messages - incoming/outgoing faxes - referral management platforms - and other forms of internal/external communications
• Completes varied assignments which are complex and detailed in nature - requiring coordination with the self-directed team members - team coordinator - administrative and clinical staff within the medical center and with community providers
• Establishes and maintains good relations with veterans - their families - and others to promote an understanding of hospital system/activities - rules of eligibility and create an atmosphere conducive to quality care
• Troubleshoots questions/concerns from local providers - hospitals - Veterans - expanded members of the health care team - and various stakeholders
• Incumbent is expected to communicate well - both orally and in writing - and provide quality customer service to internal and external stakeholders
• Acts as receptionist and communications' coordinator for the DOM or inpatient units - receiving numerous visits - telephone calls and messages from patient's families - friends and co-workers
• Capable of handling each visitor or caller promptly and courteously - in accordance with provisions of the Privacy and Release of Information Act of 2002
• Processes Beneficiary Travel Claims - including Ambulance Bills - as needed
• Coordinates and schedules appointments for the DOM and inpatient units timely and accurately
• This includes making appointments - processing Return to Clinic orders - cancelling appointments
• Incumbent must be able to interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities and assist in training other MSA levels as follows: a
• All appointments will be made with the patient's input - either in person or by phone
• They may require a high level of coordination to avoid patients having to make multiple trips around the medical center whenever possible
• b
• Notifies his/her supervisor when clinic access is less than desirable or if an individual patient cannot be scheduled with mandated clinic timeframes
• c
• Daily reviews of the active and pending consults for accuracy and disposition
• Participates in morning huddles on the DOM and inpatient units when requested
• receiving data on the daily census
• This may include admissions - discharges - room changes - etc
• The incumbent is expected to handle all interactions with courtesy - professionalism - and diplomacy
• It is expected that he/she will demonstrate flexibility amid changing priorities and/or critical deadlines
• The incumbent is expected to meet the needs of customers while supporting VA missions
• Work Schedule: Full time
• Work schedule will be determined upon selection
• 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
• 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) Remote: This is not a remote position Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 54140-A / 52515-A / 57984-A Financial Disclosure Report: Not required