Medical Support Assistant (Advanced) Dodge City CBOC

U.S. Department of Veterans Affairs; Dodge City (KS); On-site; USD 38,000 - 52,000; Full time

Job summary

Robert J. Dole VA Medical Center is seeking a full-time Medical Support Assistant (Advanced) for the Dodge City - KS Community-Based Outpatient Clinic (CBOC).

The role requires handling complex administrative tasks, coordinating patient flow, and supporting interdisciplinary care delivery to ensure timely access to care. Responsibilities include scheduling, patient communications, and using electronic health records to manage visits and referrals.

Qualifications

• Experience with coordinating administrative functions and patient flow.
• Ability to communicate effectively with patients and care teams.
• Proficiency in handling scheduling and appointment coordination.
• Knowledge of medical terminology and health care processes.

Responsibilities

• Provide specialized administrative support in an interdisciplinary setting.
• Coordinate clinic appointment availability and adjust schedules as needed.
• Enter and verify patient information in electronic records and systems.
• Assist with communications between patients, VA centers, and community resources.
• Participate in team huddles and manage follow-up care activities.

Education

High school diploma or GED

Job description

Summary

The Robert J. Dole VA Medical Center is seeking to fill an full-time Medical Support Assistant (Advanced) position within the Dodge City - KS Community-Based Outpatient Clinic (CBOC)!

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
• 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: In addition to the basic requirements stated above - the following qualification criteria must be met for the GS-06
• The candidate's qualifications must clearly demonstrate the level of competence required for the grade
• GS-06 Experience Requirement: Completion of one (1) year of creditable experience equivalent to the next lower grade level (GS-05)
• Examples of creditable experience include but are not limited to: 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 and determines appointment type based on the patient's eligibility status (i.e. - TRICARE - sharing agreements - collaterals - research patient - VA employee - etc.)
• Knowledge - Skills - and Abilities (KSAs)
• In addition to the experience above - must demonstrate the following KSAs: 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
• Preferred Experience: Includes coordinating patient care and appointment scheduling in a healthcare setting
• utilizing electronic health record and scheduling systems
• managing consults and referrals
• providing exceptional customer service
• and working collaboratively with interdisciplinary healthcare teams in a fast-paced clinical environment
• 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
• The actual grade at which an applicant may be selected for this vacancy is GS-06
• Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination.

Duties

• The Medical Support Assistant (Advanced) 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 nonVA medical facilities
• prepare correspondence to notify patients of normal lab results
• manages systems for follow-up care such as consults - tests - etc
• Duties include but not limited to: Processing incoming patient secure messaging through My HealtheVet and coordinates with care team as appropriate
• Participating in team huddles and team meetings to manage - plan - problem solve - and follow-up with patient care by sharing information and collaborating with the interdisciplinary team
• Setting priorities and deadlines - adjusting the flow and sequencing of the work to meet team and patient needs
• Identifying incomplete encounters and communicates findings to providers when needed
• Assisting the team to reinforce the plan of care and self-help solutions
• Entering appropriate information into the electronic record
• Monitoring pre-appointment information and/or requirements to assure readiness for patient visit/procedure
• Managing patient systems to verify and validate accuracy and resolve issues
• Evaluating patient information and clinic schedule lists to determine whether [the patient requires an immediate appointment
• informs team members about shared patients (i.e. - those who receive their care at multiple VA centers or those who receive care in the community)
• Other duties as assigned
• Work Schedule: Monday - Friday 0800-1630 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.