Medical Support Assistant - Health Admin

U.S. Department of Veterans Affairs; Omaha (NE); On-site; USD 34,000 - 46,000; Full time

Job summary

The U.S. Department of Veterans Affairs is seeking a Medical Support Assistant for outpatient scheduling services.

The role supports inpatient units, outpatient clinics, patient scheduling, call centers, and related administrative tasks to ensure efficient patient care. The position requires basic KSAs in medical terminology, scheduling experience, and strong communication with diverse populations; typical duties include arranging appointments, updating records, and coordinating with clinical

Qualifications

• Knowledge of basic medical terminology to assist in patient care.
• Skill in recording messages and understanding physician follow-up requests.
• Ability to communicate with individuals from diverse backgrounds.
• Ability to operate office equipment and scheduling software.
• Experience in clerical or administrative work related to patient services.

Responsibilities

• Schedule, cancel, and reschedule patient appointments according to guidelines.
• Enter no-show information and monitor appointment requests.
• Answer phones, greet patients, and relay messages to staff.
• Update demographics and insurance information in records.
• Coordinate patient transfers to other VA facilities or hospitals.
• Review and document electronic health records and administrative data.

Skills

Medical terminology

Scheduling

Customer service

Office communication

Education

High School Diploma or GED

Tools

Scheduling software

Insurance system (ICB)

Electronic faxing programs

Job description

Summary

The Outpatient Scheduling Service Medical Support Assistant covers administrative support positions that care and give treatment in inpatient units - outpatient clinics - patient scheduling - call centers - CITC and ancillary support services.

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
• English: Must be proficient in basic written and spoken English
• Education/Experience: Experience
• No experience required
• Education: Must possess a 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: GS-03: Entry Level Experience or Education: None beyond the basic requirements
• GS-04: Developmental Experience
• One year of experience in 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 of education above high school
• AND Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: KSA-1: Knowledge of basic medical terminology to assist in the provision of care to patients
• KSA-2: Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics
• KSA-3: Ability to meet - communicate - and interact with individuals from varying backgrounds and other health care team members in a courteous and helpful manner in order to facilitate medical care for patients
• KSA-4: Ability to use - and navigate between - various types of office automation equipment and software (i.e
• computer systems - web-based scheduling programs
• insurance collection system
• scanning software - multiple line phone systems
• electronic faxing programs) to support patient care
• GS-05: Full Performance Experience: One year of creditable experience equivalent to the next lower grade
• To be creditable - this experience must be equivalent to the next lower grade level - GS-04 - and demonstrate the knowledge - skills - and abilities associated with current MSA responsibilities
• Experience at this level includes - but is not limited to: scheduling and rescheduling patients for treatment
• interviewing patients for appointments
• referring patients to other medical specialty clinics
• providing information to patients necessary to resolve complaints
• interacting with both internal and external customers
• reviewing and documenting medical outpatient and inpatient electronic health records - as well as administrative records
• verifying third party insurance and updating information in the Insurance Capture Buffer (ICB) system
• obtaining medical information from patients
• coordinating information and actions related to patient care and services
• and scheduling appointments in accordance with VHA national scheduling guidelines
• OR Education
• Two years of education above high school
• AND Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: KSA- 1: Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients
• KSA-2: Skill in customer service with the ability] to identify customer concerns - and refer to the appropriate staff - as necessary - to ensure a satisfactory resolution
• KSA-3: 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
• KSA-4: Ability to schedule medical appointments in a clinical setting
• KSA-5: Ability to work independently in the accomplishment of a wide variety of duties performing patient support work
• KSA- 6: Ability to communicate effectively and professionally in person - electronically - and/or by telephone - with [internal and external customers
• 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-05
• The actual grade at which an applicant may be selected for this vacancy is in the range of GS-03 to GS-05
• 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

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional Duties of this position are - but not limited to: Scheduling - canceling - re-scheduling appointments
• Enter no-show information and monitoring appointment requests
• Participating in huddles with other MSA's and/or clinic staff to determine the daily needs of the clinic
• Verifying and updating demographics and insurance information
• Coordinates emergency and non-emergency transfers to other VA facilities or private hospitals
• Answering phones - greeting patients - relaying messages to staff
• Independently manage position responsibilities with little supervision
• Set priorities and deadlines to meet team and patient needs
• Follow clinical processed to address or handoff medical records when received
• Develops and maintains effective working relationships with all clinical and administrative staff
• Tracking - reviewing and responding to electronic orders - consults and other elements in the electronic medical record
• Knowledge of computerized data entry - information processing systems - and software related to patient care
• Interprets and applies VHA National Scheduling guidelines - VHA directives - regulations and local policies
• Work Schedule: Monday-Friday 8:00am-4:30pm Recruitment/Relocation Incentives (Sign-on Bonus): Not Authorized Permanent Change of Station (Relocation Assistance): Not Authorized 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) 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) Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 000000 Permanent Change of Station (PCS): Not Authorized