Medical Support Assistant (Advanced)

U.S. Department of Veterans Affairs; Omaha (NE); On-site; USD 42,000 - 54,000; Full time

Job summary

U.S. Department of Veterans Affairs is seeking an Advanced Medical Support Assistant to provide clerical support in Surgical Services, including OR nurse managers and Preop/PACU operations.

Responsibilities include patient management, scheduling, data collection, and timekeeping in a fast-paced clinical environment. The role requires strong customer service, proficiency with healthcare IT, and ability to communicate effectively with medical staff and patients.

Qualifications

• Requires high school diploma or GED or equivalent.
• Experience in a surgery department or clinic preferred.
• Strong ability to communicate with patients, families, and clinical staff.

Responsibilities

• Greet patients and family members at the Preop-Op desk and assist in check-in for surgery.
• Enter and monitor timekeeping, including shift worked, time off, sick leave, and overtime.
• Maintain medical charts and reports and generate requested data reports.
• Serve as mentor to new AMSAs and provide guidance on policy changes and training.
• Protect sensitive patient information by safeguarding PII/PHI.
• Coordinate with nursing staff and schedulers to ensure smooth patient flow.

Skills

Customer service

Medical terminology

Scheduling

Communication

Attention to detail

Education

High school diploma or GED

Tools

Maximo

YourIT

Payroll systems

Job description

Summary

Advanced Medical Support Assistant Provides clerical support to the operating room nurse manager - preop/PACU nurse manager - surgery clinic nurse manager - as well as frontline staff reporting to the department's managers. These activities include patient management - surgery schedule management - data collection and analysis as requested - participation in performance improvement programs - and timekeeping.

Summary

Advanced Medical Support Assistant Provides clerical support to the operating room nurse manager - preop/PACU nurse manager - surgery clinic nurse manager - as well as frontline staff reporting to the department's managers. These activities include patient management - surgery schedule management - data collection and analysis as requested - participation in performance improvement programs - and timekeeping.

Qualifications

All requirements must be met by the close date of this announcement - 10/16/2026.

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
• 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
• English Language Proficiency: Candidates must be proficient in spoken and written English in accordance with 38 U.S.C.
• 7403(f)
• Grade Determinations: GS-6 Medical Support Assistant (Advanced) Experience: One year of creditable experience equivalent to the next lower grade - GS-5. This experience includes: Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients
• Skill in customer service with the ability to identify customer concerns - and refer to the appropriate staff - as necessary - to ensure a satisfactory resolution
• Ability to operate computerized programs and systems in order to enter - modify - and retrieve sensitive medical and patient identifying information (PII) into or from electronic health records - scheduling systems - and/or reports
• Ability to schedule medical appointments in a clinical setting
• Ability to work independently in the accomplishment of a wide variety of duties performing patient support work
• Ability to communicate effectively and professionally in person - electronically - and/or by telephone - with internal and external customers
• AND Knowledge - Skills - and Abilities (KSAs): In addition to the experience above - the candidate must demonstrate the following KSAs: (a) 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
• (b) 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
• (c) Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians
• (d) 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
• (e) Ability to independently set priorities and organize work to meet deadlines - ensuring compliance with established processes - policies - and regulations
• (f) 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: Experience in a surgery department or clinic preferred
• MSA experience preferred
• 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: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position
• Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination.
  

Duties

• Duties include - but are not limited to: 1
• Education Liaison for Surgical Services
• Keeps staff informed of the status of their education requirements and requests - as directed by the operating room nurse manager
• Maintains training - competency and in-services logs for associated managers within the surgery departments
• 2
• Customer Service
• Gather medical information if needed - as directed by the nurse manager(s) Reports backlogs - difficulties in meeting deadlines - uncooperative physicians
• Ability to identify customers' concerns - perform tasks required to resolve the issues with accuracy and timeliness - and follow-up as necessary to ensure a satisfactory resolution
• Resolve difficult problems and diffuse potential dissatisfaction with VA services
• Greet patients and family members upon their arrival at the Preop-Op desk
• assist in checking the patient in for surgery - notifying the preop nurses - and accompanying the patient/family into a preoperative bay as directed by the preop nursing staff
• Greet vendors
• provide assistance for signing into the vendor tracking system per NWI policy
• provide name badge to the vendor per NWI policy
• escort vendor to locker room or appropriate operating room as needed
• Greet surgeons and residents maintain a courteous - compassionate - and helpful attitude with all individuals encountered throughout the day 3
• Maintain medical charts and reports
• Generate reports and monitor activity as requested by the nurse managers and distributes to appropriate individuals
• Create and respond to messages within 24 hours while on duty - not accounting for leave
• Serve as a technical advisor and liaison for daily use software
• Protect sensitive patient information by keeping PII/PHI properly stored
• 4
• Timekeeping Duties
• Accurately enters timecard information for OR - Preop/PACU - Surgery Clinic to include shift worked - time off - sick leave - on-call time - overtime - FMLA
• Maintains FMLA tracking log and keeps manager informed when employee(s) are requesting FMLA outside of approved occurrences
• Keeps manager informed when employee(s) reaching 40 hours of remaining FMLA
• Manages - creates - and distributes bi-weekly employee sign-in sheets
• prints new sheets before the new pay period
• denotes scheduled on-call hours
• Completes corrections timely
• ensures all timecards are verified timely
• changes employee TOD as needed and with manager approval
• updates online call spreadsheet
• completed DOAs/payroll ticket to have appropriate backups for second level approvals for overtime and time off
• Enters payroll tickets when issues with timekeeping arise
• keeps department manager(s) informed of the issue - the ticket placement - and the identified resolution
• Coordinates with back-up timekeepers for coverage during times of leave
• communicates coverage plans in advance of leave with the department manager(s)
• 5
• Serves as a mentor to new surgery AMSAs
• Learns new processes to oversee training and implementation among other AMSAs
• Provides guidance to staff members to include changes in policy and procedures
• Provides training during orientation and/or remedial training for existing staff as needed
• Resolve daily workplace issues as appropriate
• 6
• Performs administrative duties
• Monitor copier/fax machines
• Answers and routes incoming phone calls to the appropriate person
• Answers the telephone with a pleasant greeting to include location (surgery department) - employee name (this is *first name*) - ending with a pleasantry (how can I help you)
• Enters and monitors work orders in Maximo - YourIT - Payroll and other software systems as needed
• Work Schedule: Full-time
• Monday-Friday - 0700-1530 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