Medical Support Assistant

Summary

The Medical Support Assistant (MSA) coordinates administrative and team support in a wide variety of basic administrative functions. The incumbent is considered the team's authority on clerical and administrative issues and will keep them informed of regulations, policies, procedures regarding eligibility and benefits, clinic management, statistical and data collection and customer service.

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Duties

This is an open-continuous announcement closing Monday, September 30, 2024.

IMPORTANT NOTICE: This announcement will remain open until filled and may be used to fill multiple vacancies. Qualified applicants will be considered and referred once monthly or as vacancies become available. This announcement may close without advanced notice.

Incumbent is responsible for providing advisory and technical assistance to Veterans and beneficiaries who come to the medical center seeking medical care, experiencing problems or requesting information. The incumbent is also responsible for coordinating all administrative activity in the immediate area and to provide support and assistance to the professional staff.

The following duties are preformed:

• First line customer service representative. Greet and provide guidance to stakeholder at the outpatient clinics. Establish a network with each faculty member and other services to facilitate the efficient function of each clinic.
• Incumbent coordinates administrative duties, assisting and advising veterans and staff with existing policy and procedure. Incumbent is responsible for assuring that Veterans and beneficiaries are processed in a timely and efficient manner.
• Assists with managing consults, recall reminders, view alerts, mod sheets and encounters for assigned specialty clinics. Performs duties to capture increase through Insurance Capture Buffer (ICB), Patient Check-IN (PCI), Consult Toolbox, Consult Tracking Manager (CTM ), My HealtheVet (in-person authentication/secure messaging), patient updates and demographic changes. Ensure all consults are resolved within seven days and encounters are resolved daily. Each section will be responsible for providing guidance on scheduling within their section.
• On a weekly basis, summarizes the most frequent problems within the immediate area.
• Assists both the Veteran and appropriate professional staff in coordinating scheduled procedures and return appointments.
• Schedule appointments at various clinics throughout the medical center and coordinate with appropriate staff members. Ensure appropriate staffing for coverage of all clinics. Cancel and reschedule clinics when there is not adequate staffing when instructed by the service over the clinic.
• Monitor both clinic and operating room utilization. Make necessary adjustments to support the needs of the clinic. Schedule, cancel and reschedule a great variety of exams and procedures. Facilitate the scheduling of procedures and testing performed by other services. Contact next day appointments and no-shows. Oversee the daily processing of patients for inpatient and outpatient appointment and procedures. Review audio reminder cancellation and reschedule reports.
• Provide a detailed daily report to the Medical Administration Service leadership to include missed opportunities, consults, encounters, unsigned notes and orders and any other clinic issues that arise.
• Perform administrative follow-up actions
• Participate in team meetings to manage and plan patient care. Independently share information and collaborate with the medical team to assure continuity of care. Set priorities and deadlines. Estimate and report on expected milestones for completion of tasks. Communicate team success in performance goals and report progress to the supervisor.
• Monitor the status on progress of work and make adjustments in accordance with established priorities. Obtain assistance from their supervisors as needed for major issues or problems that arise.
• Safeguard sensitive information against unauthorized disclosures
  
  

Work Schedule: Full-Time, Monday through Friday; Various tours as agreed upon with the possibility of extended hours and weekends.

Telework: Not Available

Virtual: This is not a virtual position.

Financial Disclosure Report: Not required

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Requirements

Conditions of Employment

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.
  
  

Qualifications

Basic Requirements:

• Citizenship: Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.).
• 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 (6) 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 (1) 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. (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 REQUIREMENTS.

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].


Grade Determinations: In addition to the Basic Requirements listed above, the following education and experience criteria must be met when determining the grade of candidates:

Medical Support Assistant, GS-3

• Experience or Education. None beyond the basic requirements.
• Assignment. This is an entry level MSA position. It is expected that MSAs at this level receive guidance from more experienced staff members and require frequent and direct supervision. At this level, MSAs apply general rules and policies relating to clinic functions, staff, and automated data processing methods in support of treatment to patients. They utilize a variety of patient data systems in scheduling patients for treatment and annotates patient records. They make and cancel appointments, review patient records for necessary information, and review patient demographics and insurance verification.
• Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate ALL of the KSAs below:
• Ability to meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments.
  
  

ii. Ability to utilize computer systems to enter administrative data in patient systems.

iii. Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care.

Medical Support Assistant, GS-4

• 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. Two years of education above high school.
• Assignment. This is a developmental level MSA position. It is expected that MSAs at this level receive minor and less frequent guidance from higher experienced staff members for more difficult tasks. Assignments at this level include, but are 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; obtaining medical information from patients; and coordinating information and actions related to patient care and services.
• Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate ALL of the KSAs below:
• 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.
  
  

ii. 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.

iii. Knowledge of basic medical terminology to assist in the provision of care to patients.

iv. Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics.

Medical Support Assistant, GS-5

• Experience. One year of experience equivalent to the GS-4 grade level; Experience includes: 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; 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; Advanced knowledge of medical terminology to assist in the provision of care to patients; Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics. OR,
• Education. Four years of education above high school.
• Assignment. This is the full performance level for MSAs. At this level, the MSA independently performs a full range of duties related to the delivery of healthcare services in an inpatient or outpatient setting. The MSA is responsible for answering phones, greeting patients, relaying messages to appropriate staff inside or outside of the unit, scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines. Assignments at this level include, but are not limited to: scheduling, canceling, re-scheduling patient appointments and/or consults; 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.
• Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate ALL of the KSAs below:
• 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.
  
  

ii. Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.

iii. Ability to schedule medical appointments in a clinical setting.

iv. 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.
  
  

vi. Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution.

References: VA Handbook 5005/117, Part II, Appendix G45

The full performance level of this vacancy is GS-5. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-3 to GS-5.



Physical Requirements: The majority of work is performed in an office setting, primarily while seated. The position requires some standing, ambulation, bending and carrying of items such as training manuals. In addition, there can be increased stress due to the intensity of a patient/customer complaint or concern.

Education


IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.



Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.

VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process.

If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement.

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Oklahoma City VA Health Care System

921 Northeast 13th Street

Oklahoma City, OK 73104

US