Medical Support Assistant (Advanced)

US-Department-of-Veterans-Affair; Ventura (CA); On-site; USD 54,000 - 74,000; Full time

Job summary

U.S. Department of Veterans Affairs’ Greater Los Angeles VA Health Care System seeks an Advanced Medical Support Assistant for Ventura Clinic to deliver high-level administrative support within an interdisciplinary care model.

You will coordinate schedules across clinics, manage patient communications, and assist in maintaining seamless access to care. The role requires strong customer service, English proficiency, and experience in clerical or administrative work.

Qualifications

• KSAs include collaboration with medical clinicians to meet team goals.
• Ability to independently set priorities and organize work to meet deadlines.
• Effective communication with internal and external customers across multiple formats.

Responsibilities

• Provide advanced administrative support in an interdisciplinary care model.
• Coordinate clinic appointments across multiple clinics and teams.
• Assist with patient flow, scheduling, and liaison with care providers.
• Develop and maintain communications with patient care teams and external facilities.

Skills

Team collaboration

Prioritization

Effective communication

Medical terminology

Care coordination

Education

One year above high school

Job description

The Greater Los Angeles VA Health Care System is seeking a highly energetic candidate to fill the Advanced Medical Support Assistant vacancy in Outpatient Clinics in Ventura Clinic. The ideal candidate must be skilled in customer service with the ability to identify customer concerns and ensure overall customer satisfaction and resolution. In addition, candidate must possess the ability to operate computer programs, and scheduling of appointments. 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.
• 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.
• Experience. 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,
• Education. One year above high school OR,
• Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.
• Certification. None required

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.

All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, which are a part of the basic requirements of the occupation. For employees who do not meet all the basic requirements required in this standard, but who met the qualifications applicable to the position at the time they were appointed to it, the following provisions apply: (1) Such employees may be reassigned, promoted, or changed to a lower grade within the occupation 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). (2) 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. (3) If an employee who was converted to Title 38 hybrid status under this provision leaves the occupation, the employee loses protected status and must meet the full VA qualification standard requirements in effect at the time of reentry to the occupation.

Foreign Education.

To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs.

Grade Determinations

In addition to the basic requirements for employment listed in paragraph 3 above, the following education and experience criteria must be met when determining the grade of candidates:

Medical Support Assistant, GS‑6

Creditable Experience: Must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non‑VA medical inpatient or outpatient setting.

Specialized Experience: One (1) year of experience equivalent to the GS‑5 grade level. In an advanced or complex clinical setting utilizing numerous advanced patient care systems, scheduling appointments across multiple clinics and coordination of services among a team of medical providers and clinics to include outside agencies, advanced knowledge of medical terminology, advanced knowledge of the technical health care processes, policy and procedures as it relates to coordination of care.

Certification. None required.

IMPORTANT: Education CANNOT be substituted for the one year of specialized experience that is required. Demonstrated Knowledge, Skills, and Abilities. (Candidates must demonstrate all of the KSAs below):

B. Knowledge Skills and Abilities to include:

• 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.

C. 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 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.).

The full performance level of this vacancy is 6.

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.

Reference:

For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.