Medical Support Assistant (Advanced)

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

Benefits offered by this job

Health insurance (Federal)

Paid time off

Federal retirement benefits

Job summary

The U.S. Department of Veterans Affairs is seeking a Primary Care Advanced Medical Support Assistant to provide clerical and administrative support across multiple clinical departments.

The role monitors workflow, adjusts priorities, and supports training for new staff within established procedures. Responsibilities include patient intake, scheduling, charting, and utilization of clinical systems to support the care delivery process.

Qualifications

• US Citizenship required; non-citizens only when legally allowed by VA policy.
• Experience in medical support or administrative roles preferred.
• Proficiency in medical terminology and health care processes.

Responsibilities

• Acts as initial point of contact for patients and visitors in clinics.
• Schedules and coordinates appointments across multiple clinics.
• Completes patient registration and chart compilation.
• Uses Vista/CPRS and other clinical systems to access and update information.
• Maintains patient privacy and handles sensitive information per policy.

Skills

Interdisciplinary coordination

English proficiency

Communication skills

Prioritization

Education

High school diploma / GED

Tools

VistA/CPRS

Job description

Summary

The Primary Care Advanced Medical Support Assistant provides clerical and administrative support for multiple Clinical Departments. Monitors the status and progress of work - and makes day-to-day adjustments in accordance with established priorities - obtaining assistance from the supervisor on problems that may arise. Gives on-the-job training to new employees in accordance with established procedures and practices.

The Primary Care Advanced Medical Support Assistant provides clerical and administrative support for multiple Clinical Departments. Monitors the status and progress of work - and makes day-to-day adjustments in accordance with established priorities - obtaining assistance from the supervisor on problems that may arise. Gives on-the-job training to new employees in accordance with established procedures and practices.

Qualifications

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy
• Experience and Education: 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
• 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
• 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: 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 5 the full VA qualification standard requirements in effect at the time of reentry to the occupation
• NOTE: This provision is not intended to regularize appointments/ placements
• Grade Determinations: Medical Support Assistant (Advanced) - GS-6 Experience
• One year of creditable experience equivalent to the next lower grade [GS-5]
• Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate [all of] the KSAs below: 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
• Assignment: The Advanced MSA [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
• Recommends 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
• 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)
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is 6
• The actual grade at which an applicant may be selected for this vacancy is GS-06
• Physical Requirements: See VA Directive and Handbook 5019 - Employee Occupational Health Service for requirements.

Duties

• Total Rewards of a Allied Health Professional The Advanced Medical Support Assistant works collaboratively in an interdisciplinary coordinated care delivery model - Patient Aligned Care Team (PACT) and coordinates with the PACT to review clinic utilization using various reports - ensures that the clinic setup is closely monitored to effectively support the needs of the clinic - and makes necessary adjustments
• Major duties include - but are not limited to the following: Collaborates - communicates - sets priorities - and organizes work with the PACT in order to meet deadlines - ensuring compliance with established processes - policies - and regulations
• Participates in team huddles and team meetings to manage and plan patient care: sets priorities and deadlines - adjusts the flow and sequence of work to meet team and patient needs: works with the team to reinforce the plan of care and self-help solutions
• Enters - manipulates - and retrieves information and data from the Vista and other clinical information systems as appropriate to area assigned
• Completes mini registration and chart compilation
• Complete requested forms - manually or using automated systems - for individual patient orders for blood work - X-rays - radiation therapy - respiratory or ventilated care consults and other request as required
• Schedules and coordinates appointments for patients with various clinics - ensuring all treatment requested by the physician has been scheduled - and rescheduling appointments when necessary
• Receives patients via telephone calls and visitors to clinics - as the initial point of contact - ascertaining the nature of the call or visit - obtaining identifying information - and determining the nature and urgency of the patient's request
• Responsible for the clerical duties inherent in the admission - care and discharge of inpatients or the in-processing - care and out-processing of out-patients and guests
• Work Schedule: 9:00am - 5:30pm Pay: Competitive salary and regular salary increases 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) 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 #: 01310-F Permanent Change of Station (PCS): Not Authorized