Medical Support Assistant (Advanced)

Veterans Health Administration (DOVA); Long Beach (CA); On-site; USD 53,000 - 69,000; Full time

Job summary

The Long Beach VA Health Care System is seeking an Advanced Medical Support Assistant (GS-6) to support the Nursing, Geriatrics and Extended Care Service Line in Long Beach, CA. Responsibilities include answering phones, greeting patients, scheduling appointments, updating demographics and coordinating transfers within the VA network.

Ideal candidates demonstrate strong customer service, ability to use computerized programs, and effective scheduling skills.

Qualifications

• 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.
• Education: High school diploma, GED, or proficiency certificate from a State or territorial Board or Department of Education.
• Foreign Education: If education completed outside the U.S., must be deemed equivalent to U.S. program by private evaluator.

Responsibilities

• 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 and participating in huddles to determine daily clinic needs.
• Verifying and updating demographics and insurance information at check-in.
• Coordinating administrative functions relating to transfers to other VA facilities or private hospitals.

Education

High school diploma / GED or proficiency certificate

Job description

Summary

The Long Beach VA Health Care System is seeking a candidate to fill an Advanced Medical Support Assistant vacancy within the Nursing, Geriatrics and Extended Care Service Line. The ideal candidate’s resume will articulate exceptional skills in customer service with the ability to identify customer concerns and ensure overall customer satisfaction and resolution, ability to operate computerized programs, and scheduling of appointments.

Overview

This job will close when we have received 50 applications which may be sooner than the closing date.

Location: Long Beach, CA, 1 vacancy.

Telework eligible: No

Remote job: No

Relocation expenses reimbursed: No

Salary: $52,938 - $68,819 per year

Pay scale & grade: GS 6

Promotion potential: None

Work schedule: Full-time

Travel required: Not required

Appointment type: Permanent

Occupations and job series: 0679 Medical Support Assistance

Supervisory status: No

Federal service type: This job is in the Excepted Service

Represented by a union: No

Drug test: No

Security clearance: Other

Position sensitivity and risk: Non-sensitive (NS)/Low Risk

Background check type: Credentialing, Suitability/Fitness

Announcement number: CBSX-13098209-27-MB

Control number: 890663100

Duties

• 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 Determines appointment type based on the patient’s eligibility status (i.e., TRICARE, sharing agreements, collaterals, research patient, VA employee, etc.).

Work Schedule: Full-time, Monday-Friday, 8:00 a.m.-4:30 p.m.

Compressed/Flexible: Not available

Telework: Not available

Virtual: This is not a virtual position.

Functional Statement #000000:

Relocation/Recruitment Incentives: Not authorized.

Permanent Change of Station (PCS): Not authorized.

Physical Requirements: Work is generally sedentary in nature with some walking, standing and bending. Occasionally requires moderate physical activity, e.g., carrying light items such as books and papers or lifting stacks of boxes or records. Work is typically performed in an office setting; adequately lighted, quiet, and controlled atmosphere. Follows prescribed safety procedures; uses appropriate lifting methods and body mechanics for heavy lifting or moving heavy objects; reports observed potential safety hazards to appropriate personnel; removes or corrects safety hazards when possible; utilizes appropriate sanitary or aseptic techniques, when applicable.

Conditions of employment

• You must be a U.S. Citizen to apply for this job.
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements. Effective May 7, 2025, driver’s licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Must pass pre-employment physical examination.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the “Required Documents” section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government;
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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: Must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).
• Education: High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• 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).

Grandfathering Provision: Employees in VHA in this occupation, under a permanent, appropriate, and legal placement on the effective date 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:

1. 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.
2. 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 reentry to the occupation.

Grade Determinations: GS-6 Medical Support Assistant (Advanced) Experience. In addition to meeting the basic requirements, candidates must possess one year of experience equivalent to the GS-5 grade level. AND.

Demonstrated Knowledge, Skills, and Abilities (KSAs). In addition to experience, the candidate must demonstrate the following KSAs:

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.

Preferred Experience: Clerical experience in clinical setting with one year above high school education. Ability to communicate with others in a courteous and helpful manner; ability to navigate and use automation equipment, computer systems and software, scheduling programs; knowledge of medical terminology to assist in care of patients; skilled in recording patient messages and understanding physician request regarding medical care at internal or external clinical setting.

Physical Requirements: Moderate lifting, 15-44 pounds; Light carrying, under 15 pounds; Reaching above shoulder; Use of fingers; walking up to 1 hour; Hearing (aid permitted); may be working alone and/or working closely with others.

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.

Education

No educational substitute

Additional information

Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant’s criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.

Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case‑by‑case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

Benefits

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits.

Review our benefits Eligibility for benefits depends on the type of position you hold and whether your position is full‑time, part‑time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Required documents

• Long-form resume/Curriculum vitae (CV)
• High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education.
• SF-50/ Notification of Personnel Action
• Transcript

Agency contact information

Milisa Beckley

Email: [e-mail]

Address: Long Beach VA Medical Center, 5901 East Seventh Street, Long Beach, CA 90822, US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

Fair and transparent

The Federal hiring process is set up to be fair and transparent. Please read the following guidance. Criminal history inquiries Equal Employment Opportunity (EEO) Policy Financial suitability New employee probationary period Privacy Act Reasonable accommodation policy Selective Service Signature and false statements Social security number request