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  2. Duties
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  4. Benefits & Other Info
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Job Title:Medical Support Assistant (Women's Health Clinic) (Admended)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VHA-558-13-DU-838842-HC

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.


$25,693.00 to $41,947.00 / Per Year


Monday, February 11, 2013 to Monday, February 25, 2013




Full Time - Permanent


1 vacancy in the following location:
Durham, NC United StatesView Map


US Citizens and Status Candidates


Vacancy Identification Number (VIN): 838842 (Include # on all documents)


The Veterans Health Administration (VHA) expands the provison of patient care to various institutional and non-institutional settings, such as the Department of Veteran Affairs Medical Centers.

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries.

VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities.  For more information on the Department of Veterans Affairs, go to .  

NOTE: The full performance level of this vacancy is GS-05. The actual grade at which an applicant may be selected for this vacancy is GS-05. The Professional Standards Board (a peer-review group) will review the selected candidate’s qualifications and recommend the grade and step at which the candidate will be placed. The salary is based on the grade and step approved for the selected candidate.

NOTE: The Professional Standards Board (a peer-review group) will review the selected candidate’s qualifications and recommend the step at which the candidate will be placed. The salary is based on the grade and step approved for the selected candidate.




  • U. S. Citizenship
  • Must pass pre-employment examination
  • English Language Proficiency required
  • Designated and-or Random Drug Testing required
  • Background and-or Security Investigation required


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Schedule coordination                                                                    

·         Coordinate  all treatment and examination schedules relating to the Medical Center Women’s Health mammogram and PAP smear programs.

·         Track these studies to completeness, and inputs pertinent information into the program’s database and arrange follow-up as indicated.

·         Responsible for the collection of and reporting of quality assurance monitors, including Breast Exam, PAP examinations and other pertinent performance measures the incumbent must enter this data in an accurate and timely fashion. 

·         Use advanced software functions to gather and generate managerial reports. 

·         Review incoming correspondence, and upon own initiative can develop responses to review with supervisor. 

·         May make travel and training arrangements to support program.   Supports clerical staff functions of WHC, including appointment management and messaging providers. 

Administrative Support                                                                  

·         Provides administrative support to the Women’s Health Committee, Program Director, Coordinator, and all core staff, to include typing and dictation.

·         Organize and implement quality assurance monitors for the women’s health program, assisting with planning and administering systematic review of operations and conducting fact-finding surveys. 

·         Coordinate and manage WHC Fee Basis Program, for specialty gynecology and maternity care.  Monitors compliance with VHA and JCAHO regulations as pertains to operations in the Women’s Health Program.


Consult and appointment management                           

·         Support the Dexascanner Unit and Teleretinal Imaging Unit through consult management and appointment scheduling. 

·         Arrange consult scheduling and monitors resolution of requests.  

·         Function independently to troubleshot and communicate with program leads as necessary.



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Qualification Requirements:  See VA Handbook 5005/53, Part II, Appendix G, page II-G45-2 & II-G45-3




    a.  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 3g.)


    b.  Experience and Education


    (1)  Experience.  Six months experience of clerical, office or other work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; or


    (2)  Education.  One year above high school; or


    (3)  Experience/Education Combination.  Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.


     c.  Certification.  None required.


     d.  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, that are 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 demoted within the occupation.


(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.


    e.  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.


f.  Physical Requirements.  See VA Directive and Handbook 5019.


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 3j.




    a.  Creditable Experience


    (1)  Knowledge of Current MSA Practices.  To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities.  Experience satisfying this requirement may be paid/non-paid employment as a MSA.


    (2)  Quality of Experience.  Qualifying experience must be at a level comparable to MSA experience at the next lower grade level.  For all assignments above the full performance level, the higher level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.


    (3)  Part-Time Experience.  Part-time experience as a MSA is creditable according to its relationship to the full-time workweek.  For example, a MSA employed 20 hours a week, or on a 1/2-time basis, would receive 1 full-time workweek of credit for each 2 weeks of service.


    b.  Grade Determinations.  The following criteria must be met when determining the grade of candidates.


    (1)  GS-3 MSA (Entry Level)


    (a)  Experience or Education.  None beyond the basic requirements.


(b)  Assignment.  This is an entry level MSA position.  It is expected that MSAs receive guidance from more experienced staff members and require frequent and direct supervision. 


    (2)  GS-4 MSA (Developmental Level)


    (a)  Experience or Education.  One year of experience in clerical or office work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position or two years of education above high school. 


  (b)  Assignment.  This is a developmental level MSA position.  It is expected that MSAs receive guidance from more experienced staff members for more difficult tasks and require frequent and direct contact from the assigned lead and/or supervisor.  Assignments at this level include but are not limited to:  interacting 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.  The MSA refers all questions requiring immediate medical attention to appropriate health care team member.


    (c)  Demonstrated Knowledge, Skills, and Abilities.  Candidates must demonstrate the KSAs below:


    1.  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 complete job assignments.


    2.  Ability to use various types of office automation equipment and software.


    3.  Ability to set up, organize, and maintain record systems.


    (3)  GS-5 MSA (Full Performance Level)


    (a)  Experience or Education.  One year of experience equivalent to the next lower grade level or 4 years of education above high school.


    (b)  Assignment.   This is the full performance level for MSAs.   At this level, the MSA performs a full range of duties.  The MSA is responsible for 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’s appointments and/or consults; entering no-show information; monitoring the electronic wait list; preparing for clinic visits; monitoring both inpatient and outpatient appointments for areas of responsibility; ensuring encounter forms are completed in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals; performing basic eligibility, co-pays and preauthorization requirements for specific coverage (i.e., TRICARE, sharing agreements, etc.).


    (c)  Demonstrated Knowledge, Skills, and Abilities.  Candidates must demonstrate the KSAs below:


    1.  Ability to operate computerized programs and databases in order to enter, modify and retrieve sensitive information/data into or from electronic medical records, scheduling systems and/or reports.


    2.  Knowledge of basic medical terminology.


    3.  Ability to make appointments in a clinical setting.


    4.  Ability to work independently in the accomplishment of a wide variety of duties, including setting priorities and coordinating work.


    5.  Ability to communicate effectively and professionally with employees at varying grade levels.


    6.  Ability to identify customer’s concerns, perform the tasks required to resolve the issue accurately and timely, and follow-up as necessary to ensure a satisfactory resolution.   




·         Two years healthcare experience or equivalent

·         Demonstrated ability to use computer systems in support of patient care delivery.

·         Demonstrated excellence in written/verbal communication, time management and working with an interdisciplinary team.

·         Maintains a typing speed of 40 words per minute.




APPLICANTS PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications.  Applicants must, therefore, only report attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website:  All education claimed by applicants will be verified by the appointing agency accordingly. *** 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. ***

Veterans' Preference:

When applying for Federal Jobs, eligible Veterans should claim preference on their application or résumé. Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must complete an SF 15, Application for 10-Point Veteran Preference. Veterans who are still in the service may be granted tentative preference on the basis of information contained in their applications, but they must produce a DD Form 214 or other proof prior to appointment to document entitlement to preference.  For more information on Veterans' Preference, please visit


Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.  You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to cite specific examples of experience, explain exactly what you did, and the outcome.


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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, thrift savings plan, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at .


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

Receiving Service Credit for 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.   VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service.  This credited service can be used in determining the rate at which they earn annual leave.


Your salary and grade will be determined by the Professional Standards Board (PSB).  The PSB is a peer review process.  The PSB will review your individual qualifications, education, professional training/internship(s) and professional experience to determine the most appropriate salary and grade based on your individual accomplishments.


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To begin the process, click the Apply Online button at the right side of this screen to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

YOU MUST INCLUDE VA FORM 10-2850c IN YOUR APPLICATION PACKAGE TO BE CONSIDERED FOR THIS VACANCY.   This form can be found at Please also include a copy of the OF306

Note: To return to a previously Saved or Incomplete application, just reapply through your account in USAJOBS.  Check your account ( ) to see the status of your application after applying, including any messages that may have been sent to you.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire: 
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page using the following Vacancy ID: 838842.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.

The complete Application Package must be submitted by 11:59 PM (EST) on Monday, February 25, 2013.


Special Employment Consideration:  VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more


You must provide a complete Application Package which includes:

  1. CV or Resume.
  2. VA Form 10-2850c - Application for Associated Health Occupations (Available at (required).
  3. Copy of Transcripts (Does not need be offical copy) (required)
  4. Occupational Questionnaire
  5. Optional Form 306 - Declaration for Federal Employment (Available at This is a required form and must be submitted with your application.
  6. If prior military service, include all copies of your DD214 (Member 4 Copy) (required).   Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must also complete and submit an SF 15, Application for 10-Point Veteran Preference (available at) .
  7. If currently employed in the VA system, include latest SF-50 - Notification of Personnel Action. (required).


Hilda Cobb
Phone: (919)286-0411x5094
Agency Information:
Thank You, NC


After we receive your complete application package (including any required documents), your qualifications will be reviewed to decide if you meet the basic requirements.  You will be notified when this decision is made.

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