Medical Support Assistant (Advanced)

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

Benefits offered by this job

Paid time off

Parental leave

Federal retirement benefits

Job summary

U.S. Department of Veterans Affairs in Bedford, MA is seeking a Medical Support Assistant (Advanced) to join the Executive Director service. The role supports interdisciplinary care delivery, handles patient scheduling, data entry, and customer service duties.

This is a permanent, full-time position at 40 hours per week. The incumbent collaborates with clinicians and administrative staff to ensure smooth patient flow, accurate record-keeping, and effective communication with patients and

Qualifications

• High school diploma or equivalent required for basic eligibility.
• Advanced knowledge of healthcare processes and ability to coordinate care across teams.
• Strong written and verbal communication, and ability to protect patient privacy.

Responsibilities

• Support clinic profile management and appointment coordination.
• Collect and update patient/insurance information.
• Prepare correspondence and memos as needed.
• Screen calls and provide information per privacy rules and clinic processes.
• Enter data into VISTA and scan documents into VISTA Imaging.

Skills

Advanced healthcare knowledge

Interdisciplinary coordination

Policy & procedures knowledge

Medical terminology

Collaboration with clinicians

Prioritization & organization

Effective communication

Privacy & confidentiality

Education

High school diploma or GED

Tools

VISTA system

Microsoft Office

MyHealthyVet portal

Job description

Summary

This Medical Support Assistant (Advanced) position is within the Executive Director service at the VA Bedford Healthcare System located in Bedford - Massachusetts. It is a permanent and full-time position at 40 hours per week.

Summary

This Medical Support Assistant (Advanced) position is within the Executive Director service at the VA Bedford Healthcare System located in Bedford - Massachusetts. It is a permanent and full-time position at 40 hours per week.

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
• English Language Proficiency: Must be proficient in spoken and written English in accordance with 38 U.S.C. 7402(d)
• Education: High school diploma - General Education Development equivalency certificate - or proficiency certificate from a State or territorial-level Board or Department of Education
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service for requirements
• Grandfathering Provision: All Medical Support Assistants (MSAs) employed in Veterans Health Administration (VHA) in this occupation on the effective date of this qualification standard (February 20 - 2026) are considered to have met all qualification requirements for the title - series - and grade held - which are a part of the basic requirements of the occupation
• For employees who do not meet all the basic requirements required in this standard - but who met the qualifications applicable to the position at the time they were appointed to it - the following provisions apply:(1) Such employees may be reassigned - promoted - or changed to a lower grade within the occupation.(2) 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.(3) If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation - the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation
• Grade Determination: Medical Support Assistant (Advanced) GS-06:In addition to the Basic Requirements listed above - the following education and experience criteria must be met when determining the grade of candidates
• Experience: One (1) year of experience equivalent to the next lower grade level in Federal service (GS-05)
• And Demonstrated Knowledge - Skills - and Abilities (KSA): In addition to the experience above - the candidate must demonstrate all of the following KSAs: 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
• 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
• Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• 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
• Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• 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
• Documentation Requirements for Proof of High School Completion or Higher: If selected - to meet the basic requirement of high school education or equivalent and prior to a firm job offer being extended - applicants must provide one of the following as verification of the education requirement if not covered under the grandfathering provision: Copy of high school diploma OR high school transcript (unofficial or official) OR GED Certificate OR homeschooling completion OR proficiency certificate issued by a State or Territorial Board or Department of Education OR college transcript (official) Preferred Experience: Customer service skills Experience with Microsoft program computer skills 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-06.

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo The incumbent is responsible for a wide range of assignments and provides administrative support to the assigned section
• Work is performed collaboratively in a Interdisciplinary Coordinate Care delivery model (Patient Aligned Care Team or Specialty Care Setting)
• Duties include - but are not limited to: Supports clinics regarding clinic profile management
• Collects and updates insurance information from Veterans - family members and other eligible patients
• Prepares correspondence and memos as needed
• Screens/receives phone calls in a courteous and timely manner - determine the nature of request and provide the information desired using privacy rules and established clinic processes
• Ensures data is entered into VISTA accurately and scans documents into VISTA Imaging within 24 hours of entering the data into VISTA if applicable
• Promotes Veterans registration for and utilization of MyHealthyVet (MHV) and kiosks usage
• Follows procedures regarding Community Care referrals
• Serves as the initial point of contact for units - clinics - patients - call centers - Care in the Community regarding various aspects of patient appointments and referrals
• Stocks basic office supplies for the executive suite
• Enters Veterans seeking emergent/urgent care - scheduling appointments accurately
• Pre-Registers Veterans during check-in and utilizing call lists and telephones Veterans before their scheduled visits
• Incumbent updates all patient demographics
• Communicates and interacts with patients in a manner which is appropriate to cognitive - emotional and chronological maturation needs of the adult and/or geriatric patient
• Assures that all appropriate VA forms are used correctly and regulations followed
• and Performs additional duties or tasks as assigned by the supervisor to ensure efficient daily operations
• Total Rewards of a Allied Health Professional Work Schedule: Full-Time - Monday-Friday - 40 hours per week at the needs of the service-line
• Hours will be discussed during the interview process
• Compressed/Flexible: Not Available
• Recruitment/Relocation Incentives (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 #: F01391
• Permanent Change of Station (PCS): Not Authorized
• PCS Appraised Value Offer (AVO): Not Authorized
• Notifications: Veterans' preference does not apply for internal or other current permanent Federal agency employees
• Due to a critical staffing shortage - 38 U.S.C.
• 7412 waives the requirement to apply Veterans' preference for this job announcement
• Current and former Federal employees must submit copies of their most recent SF-50 - (Notice of Personnel Action)
• The SF-50 must identify the position title - series - grade - step - tenure and type of service (Competitive or Excepted)
• In some cases - more than one SF-50 may be required to show a higher grade previously held
• This position is covered by a special rate
• Narrative responses to the knowledge - skills and abilities (KSAs) may be required from the selectee in order to proceed with the appointment.