Medical Support Assistant

Summary

This position will serve as a Medical Support Assistant to the Northern California VA HCS/Benefits & Data Management Service.

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 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 and Education
• 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
• High School diploma with desire for some post high school education 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 Determinations: Medical Support Assistant - GS-3: Experience or Education Requirements
• None beyond the basic requirements
• Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: i
• 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/Education Requirement: 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 - one year of education above high school
• Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: i
• 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 or Education Requirements
• One year of experience equivalent to the GS-4 grade level or two years of education above high school
• Demonstrated Knowledge - Skills - and Abilities
• Candidates must demonstrate all of the KSAs below: i
• 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
• v
• 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
• Preferred Experience: Meets the needs of customers while supporting the medical center and service missions
• Consistently communicates and treats customers (patients - visitors - volunteers - and all medical center staff) in a courteous - tactful - and respectful manner
• Provides the customer with consistent information according to established policies and procedures
• Handles conflict and problems in dealing with the customer constructively and appropriately
• 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 (utilization) to ensure that clinic schedules are closely monitored to effectively support the needs of the clinics and adjusts 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.)
• Other assignments at this level include - but are not limited to: processes incoming patient secure messaging through MyHealthyVet and coordinates with care team as appropriate
• participates 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
• identifies incomplete encounters and communicates findings to providers
• as needed
• assists the team to reinforce the plan of care and self-help solutions
• enters appropriate information into the electronic record
• monitors pre-appointment information and/or requirements to assure readiness for patient visit/procedure
• manages patient systems to verify and validate accuracy and resolve issues
• evaluates 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)
• The Medical Support Assistant plans and accomplishes work independently using guidelines she/he has been trained to follow - referring only the unusual - difficult or complex cases to the supervisor
• The supervisor reviews and monitors job performance periodically to assure that intent and mission of the program is accomplished - and guidelines are followed
• The incumbent also receives program direction and guidance from the team's leadership - i.e. - charge nurse and medical director
• 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 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: See VA Directive and Handbook 5019.
  
  

Duties

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo The Medical Support Assistant (MSA) will perform administrative support duties that may be performed in a Clinic Based Outpatient Clinic (CBOC) - Call Center - Inpatient Clinic - or Outpatient Clinic at VA Northern California HCS
• The incumbent will interact with both internal and external customers
• establishing and maintaining medical outpatient and inpatient charts 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
• Incumbent will perform other duties as assigned
• Work Schedule: Monday - Friday - 8:00am - 4:30pm Telework: Not Available Virtual: This is not a virtual position
• Functional Statement #: 07099F/07100F/07102F Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized