Medical Support Assistant (Advanced)

U.S. Department of Veterans Affairs; Chicago (IL); On-site; USD 42,000 - 60,000; Full time

Job summary

The U.S. Department of Veterans Affairs in Chicago is seeking an Advanced Medical Support Assistant (AMSA) at the GS-6 level. This position provides expert administrative support to physicians, nurses, and the patient care team, ensuring smooth patient flow and access to care.

The AMSA will schedule appointments, manage patient records, and communicate with clinicians and patients in a dynamic health care setting. Training and collaboration across specialties are integral to the role.

Qualifications

• United States Citizenship required; non-citizens only per VA policy.
• English language proficiency in speaking and writing.
• High school diploma or GED equivalent.
• One year of creditable experience at the GS-05 level or equivalent.
• Advanced knowledge of health care processes and patient flow.
• Ability to collaborate with clinicians to support patient care.

Responsibilities

• Provide specialized administrative support in an interdisciplinary care model.
• Coordinate clinic scheduling and patient flow across multiple services.
• Maintain patient records and demographics; communicate with patients and staff.
• Assist with reports and data presentation to various organizational levels.
• Assist in transfers and ensure readiness for visits as needed.

Skills

Health care process

Coordinated care delivery

Medical terminology

Interdisciplinary collaboration

Prioritization & organization

Customer communication

Education

High school diploma or GED

Job description

Summary

The Advanced Medical Support Assistant (AMSA) is responsible for performing a variety of technical support duties that facilitate the work of physicians - physician assistants - nurses - nursing assistants - and other members of the medical facility who provide direct patient care. The AMSAs are considered chief sources of patient care and patient flow information and is a key member of the patient care team providing crucial administrative advice and guidance.

Qualifications

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: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• 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
• 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
• 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)
• In addition to the basic requirements for employment - candidates must meet the following grade-determining criteria for placement at grade levels specified
• Grade Determinations: Medical Support Assistant (Advanced) GS-06 Experience: One (1) year of creditable experience equivalent to the next lower grade
• (GS-05)? Examples of creditable experience include but are not limited to: answering phones - greeting patients - relaying messages to appropriate staff inside or outside of the unit
• scheduling - canceling - re-scheduling patient appointments and/or consults
• entering no-show information
• 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
• Coordinating 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.)
• AND - In addition to the experience above - the candidate must demonstrate the following KSAs: DEMONSTRATED KNOWLEDGE - SKILLS AND ABILITIES: 1
• 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
• 2
• 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
• 3
• Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• 4
• 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
• 5
• Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• 6
• 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
• ASSIGNMENT: At the advanced level - the Medical Support Assistant (Advanced) (AMSA) performs difficult and responsible specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model
• Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics - specialties - and/or care in the community resources
• Recommend changes to existing clinic procedures based on current administrative guidelines
• Expertise in utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model
• Coordinates with the patient care team to review clinic appointment availability (utilization) to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics - and makes adjustments as necessary
• MSAs at this level develop and/or maintain effective and efficient communication with the patient - interdisciplinary coordinated care delivery model teams - VA medical centers - and other agencies (e.g. - assist with communications during the inpatient to outpatient discharge
• communicate with non-VA medical facilities
• prepare correspondence to notify patients of normal lab results
• manage a system for follow-up care such as consults - tests - 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-06
• The actual grade at which an applicant may be selected for this vacancy is GS-06
• Physical Requirements: The work is mostly sedentary
• It typically requires sitting with sustained periods of concentration
• There will be some walking - standing - bending - and carrying relatively light objects
• The position may also require stooping - reaching - lifting - pulling - and other moderate exertion or strain
• Incumbents may occasionally have to walk some distance to a meeting or another clinic within the facility.

Duties

• Total Rewards of a Allied Health Professional Provides specialized and expert administrative patient support while working collaboratively in an interdisciplinary coordinated care delivery model
• Work involves specialized administrative judgment and the flexible use of a wide range of clinical flow processes relating to access to care across multiple clinics - specialties - and/or care in the community resources
• Recommend changes to existing clinic procedures based on current administrative guidelines
• Utilizing numerous advanced patient systems in support of multiple clinics involved in an interdisciplinary coordinated care delivery model
• Coordinates with the patient care team to review clinic - appointment availability (utilization) to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics and make adjustments as necessary
• Develop and/or maintain effective and efficient communication with the patient - interdisciplinary coordinated care delivery model teams - VA medical centers - and other agencies (e.g. - assist with communications during the inpatient to outpatient discharge
• manage a system for follow-up care such as consults - tests - etc.)
• Coordinates with care team as appropriate and participates in team huddles and team meetings to manage - plan - problem solve - and follow-up with patient care by sharing information and collaborating with the interdisciplinary team
• Setting priorities and deadlines - adjusting the flow and sequencing of the work to meet team and patient needs
• Enters appropriate information into the electronic record and monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure
• Manages patient systems to verify and validate accuracy and resolve issues
• Evaluates patient information and clinic schedule lists to determine whether [the patient requires an immediate appointment and informs team members about shared patients (i.e. - those who receive their care at multiple VA centers or those who receive care in the community)
• Uses word processing software to execute several office automations functions such as scanning - storing and retrieving electronic documents and files
• activating printers
• inserting and deleting text - formatting letters - reports - and memoranda
• and transmitting and receiving e-mail
• Performs all other duties as assigned
• Work Schedule: 1st Shift - 2nd Shift and 3rd Shift available and will be discussed during the interview process
• Recruitment/Relocation Incentives (Sign-on Bonus): Not Authroized 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 #: 08100F Permanent Change of Station (PCS): Not Authorized