Clarification from the agency

Open to current, permanent Veterans Affairs Maryland Health Care System employees only.

Videos

• The MSA ensures all patient movement (admissions, discharges, transfers, treating specialty transfers, provider changes) are entered in DHCP utilizing the Bed Control Menu/Bed management systems (BMS). Manually maintains and continually updates the electronic log containing all patient movement per unit routine.
• The incumbent enters and monitors computer data of active patients/residents for appropriate assignment of treating specialties, primary care physicians, attending physicians, room and bed assignments. She/he takes necessary steps to correct any errors immediately. Coordinates patient/resident activity with Medical Administrative Services to expedite patient/resident movements.
• The incumbent works with the treatment team to assist and coordinate patient/resident discharges, ensuring all the discharge (dirty) beds are entered into the Bed Management System (BMS) and patients/residents discharge appointments are entered into CPRS according to the physician order.
• The incumbent will discharge and/or transfer patients/residents from the unit census via DHCP within15 minutes of the patients/residents leaving the unit/area.
• The incumbent is responsible for notifying the accepting Registered Nurses (RN) and Treatment team of new inpatient/resident arrival. Performs all administrative work involved with the admission, discharge and transfer of patients/resident. Schedules for patient/resident appointments with various clinics, services and consultants. Coordinates appointment for patients/residents to avoid conflicts in treatments and to meet the scheduling requirements of clinic or service to which the patient/resident is referred.
• Communicates and collaborates with the charge nurse when there is a need to process physician orders for specialty tests, such as; preps for diagnostic procedures, diets, etc. Will provide and maintain appropriate signage for isolations precautions that will be displayed on the patients/residents rooms. The incumbent will transcribe/verify orders in VISTA (per unit routine), in a timely manner. In the case of a VISTA malfunction, appropriate contingency plans will be executed.
• Initiates action to notify nursing personnel and patients/residents of tests and appointments. Requests escort and/or transportation, on or off station, for patient/resident as ordered; ensuring there are physician orders and established guidelines are followed. Logs patient/resident movements in an identified electronic tracking tool in accordance with unit routine.
• The incumbent ensure patient demographics information is accurate on admission to the unit and works within their capabilities to make corrections or consults with MAS regarding needed changes. She/he enters data into CPRS as indicated (vital signs, patient height and weight, etc.)
• The incumbent assembles medical records and necessary forms for patients/residents when admitted to the patient/resident care units per unit routine Maintains the information in the active medical record as outlined by unit guidelines. Ensures patient/residents ID is verified and that each patient/resident has an ID bracelet on their person or prepared and placed with admission documents for nursing staff to place on the patient/resident.
• She/he maintains patient/resident paper medical records are forwarded to Medical Records Department (MRD) Assures all medical documentation is labeled accurately with the patient's identification and that any medical records are sent to MRD within 24 to 72 hours after discharge.
• The incumbent prepares charts and patient/resident ID bracelet, etc., as needed for patient/residents going for appointments.
• The incumbent is responsible for printing labels for use during the resident/patient hospital stay per unit routine. The incumbent acts as resource person to orient healthcare professionals new to the patient/resident care unit to such things as the location of patient/resident files, format for requesting medical tests and supplies and the requirements for completing the charts at admission and discharge. Provides information relative to administrative rules, regulations, procedures and policies in the capacity of the MSA.
• She/he assists in training of new MSA in duties and responsibilities of the MSA position and procedures unique to the unit in which the new employee is assigned. Orientation includes, but is not limited to, admitting patient/resident to the unit/neighborhood, lab tests, utilization of the BMS, DHCP, CPRS transcribing doctor's orders for medications, treatments, tests, consultations and scheduling.
• The MSA serves as a liaison on the ward/neighborhood between various administrative, technical, and professional personnel in coordinating activities.

Conditions of employment

• RESUME REQUIREMENTS - Your resume must include the following information:
• Job Title (for each position)
• Description of duties (be as detailed as possible)
• Month and year start/end dates (e.g. June 2018 to April 2020) of employment
• Full-time or part-time status (include average hours worked per week)
• 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. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued dentification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

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.

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: One 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 Determinations: Medical Support Assistant - GS 03

Experience or Education: None beyond the basic requirements (stated above).

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.
• Ability to utilize computer systems to enter administrative data in patient systems.
• Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care.

• 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].
• Knowledge of basic 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.

• 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.
• Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
• Ability to [schedule medical] appointments in a clinical setting.
• 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].
• Skill in customer service with the ability to identify [customer] concerns, [and refer] to the [appropriate staff], as necessary, to ensure a satisfactory resolution.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, resume, C.V., and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.