Medical Support Assistant (Advanced)

U.S. Department of Veterans Affairs; Sault Ste. Marie (MI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Paid Time Off

Parental Leave

Federal benefits package

Job summary

U.S. Department of Veterans Affairs, Oscar G Johnson - VAMC in Sault Ste. Marie, MI, seeks an Advanced Medical Support Assistant to support clinic operations and patient scheduling. You will coordinate appointments, verify orders, and manage patient records across VistA systems, ensuring timely care for Veterans.

The role emphasizes communication with clinical staff, prompt scheduling, and maintaining privacy of patient information in a busy outpatient setting.

Qualifications

• Experience coordinating patient appointments and scheduling in a clinic setting.
• Ability to verify provider orders and manage patient records per policy.
• Knowledge of medical terminology and health administration practices.

Responsibilities

• Assist with scheduling and canceling patient appointments.
• Use VistA Appointment Scheduling Enhancement (VSE) to schedule.
• Process medical records requests and release of information (ROI).
• Coordinate transfers and serve as liaison between clinics and staff.
• Prepare reports and present data to stakeholders as needed.
• Maintain privacy and security of patient information.

Skills

Communication across disciplines

Prioritization and organization

Written and oral communication

Customer service

Education

Six months clerical/administrative experience

High school diploma or equivalent

Job description

Summary

The incumbent of this position serves as an Advanced Medical Support Assistant with the Oscar G. Johnson - VAMC (OGJVAMC) assigned at the Sault Ste. Marie CBOC. These clinics are patient-focused - outcome-oriented care systems in which efficient coordination of care is of primary concern. This care is tailored to each individual Veteran patient's needs - which allows for proper care - education and support of each Veteran.

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
• Education or Training: Six months experience of clerical - office - [customer service] - or other [administrative] work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position
• OR One year above high school
• OR Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable
• Physical Requirements: Must pass a pre-employment physical per VA Directive and Handbook 5019
• English Language Proficiency: MSA's must be proficient in spoken and written English in accordance with VA Handbook 5005 - part II - chapter 3 - section A - paragraph 3j
• 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)
• 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)
• Grade Determinations: You must have one year of experience equivalent to the GS-5 level
• Specialized experience includes - but is not limited to: Advising clinical staff on current administrative processes
• Answering phones - greeting patients - relaying messages to appropriate staff inside or outside of the unit - scheduling - canceling - re-scheduling patient appointments and/or consults in a computerized scheduling system
• interpreting and verifying provider orders in accordance with VHA national scheduling guidelines
• Entering no-show information
• monitoring appointment requests from multiple electronic sources
• 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
• Coordinates 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 Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate the KSAs below: 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
• 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
• Reference: For more information on this qualification standard - please visit https://www.va.gov/ohrm/QualificationStandards/
• The full performance level of this vacancy is GS06
• Physical Requirements: The work is primarily sedentary
• Physical demands do not exceed those of a typical office setting
• There may be some walking - standing twisting - turning - sitting - pushing - bending - repetitive keyboarding - or carrying of light items
• Some positions may require sitting for long periods of time at a computer terminal typing data while talking on a telephone headset.

Duties

• The incumbent of this position serves as an Advanced Medical Support Assistant with the Oscar G
• Johnson - VAMC (OGJVAMC)
• These clinics are patient-focused - outcome-oriented care systems in which efficient coordination of care is of primary concern
• This care is tailored to each individual Veteran patient's needs - which allows for proper care - education and support of each Veteran
• This also allows for the proper distribution of the resources available while providing quality and effective health care services for each Veteran
• Determines medical care benefits for which the Veteran is eligible by means of a working knowledge of appropriate health administration related laws - policies - guidelines and regulations
• Explains beneficiary eligibility and medical benefits which the VA may provide and the procedures to be followed in obtaining the various benefits
• The incumbent is required to schedule and cancel patient appointments utilizing the VistA Appointment Scheduling Enhancement (VSE) package paying particularly close attention to special instructions or requirements of clinic profiles
• Scheduling will be completed based on the Veteran's request
• Incumbent will utilize the electronic medical record and electronically verify orders taken off /completed
• Special consideration will be given - when possible - in making appointments for those with multiple appointments - those driving long distances or those with other special circumstances
• Performs administrative duties associated with patient care and treatment for all categories of beneficiaries - including service connected - non-service connected - active military personnel - active duty referrals - collaterals and employees
• Keeps storage areas in order - orders supplies as needed - assures privacy of patient information is maintained - and correctly utilizes sensitive/non-sensitive recycling containers
• At time of checkout the incumbent will promptly and courteously process all pertinent provider's orders and schedule according to Veteran's preference
• This shall include scheduling all follow-up appointments - referrals - record requests or releases from VA or private medical facilities - lab/xrays/EKG or other special requests
• Directs consultant requests received from other areas to appropriate clinical staff members
• Serves as a liaison between referring sources and the clinic staff
• Identifies and communicates fluctuation in workload to the supervisor to assure the timely accomplishment of work/projects throughout the departments in an efficient - effective and economic manner
• As directed by supervisor - assists with on-the-job training for new employees
• Incumbent processes requests for information from hard copy or electronic patient medical records
• Processes ROI in accordance with regulations governed by the Privacy Act - Freedom of Information Act and HIPPA
• Scheduling appointments and sending variety of letters to Veterans
• Incumbent also scans current health insurance cards into the VISTA system
• Directs inquiries regarding medical care benefits for which the Veteran is eligible and/or the procedures to be followed in obtaining the various benefits
• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional Work Schedule: Full Time Mon-Fri 08;00AM-4:30PM
• Pay: Competitive salary and regular salary increases Telework: N/A Virtual: This is not a virtual position
• Functional Statement #: 10348F 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)