Clarification from the agency

1st Area of Consideration - Current, permanent Facility and CBOC employees of the Gulf Coast Health Care System 2nd Area of Consideration - Current, permanent VA Nationwide applicants 3rd Area of Consideration - Current, permanent Federal employees of other agencies

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The Medical Support Assistant works alongside a multidisciplinary team consisting of physicians, nurses, health physicists, nuclear medicine technologists, and diagnostic radiologic technologists to manage the individual imaging modality's daily appointment grid and patient workflow. The duties of the Medical Support Assistant include but are not limited to:

• Uses knowledge of equipment capabilities, staff availability, and patient preparation instructions to determine the most efficient us of the daily appointment grid.
• Schedules imaging appointments adjacent to other medical appointments within the facility in order to maximize the patient's time and minimize associated travel reimbursement expenses.
• Works with Patient Travel and Accounting staff to ensure medical documentation is complete so that authorized veterans receive appropriate travel pay.
• References MISSION Act rules and determines if patient is eligible to receive care in the community if Imaging Service cannot provide service, excessive clinic appointment wait times, or if patient travel time exceeds established standards. If patient is eligible, discusses options to the patient and works with the patient's healthcare provider to submit a Community Care consult.
• Documents patient's decision when opting in/out of care in the community in the patient's digital medical record.
• Runs daily orders pending and hold reports within radiology information systems (i.e. VISTA Imaging) to determine scheduling priorities.
• Follows National Radiology Program Office guidance.
• Contacts patients to schedule, re-schedule, and cancel imaging appointments.
• Informs the patient of the appointment date/time, location directions, and examination preparations.
• Sends appointment reminders, no-show notifications, and appointment scheduling letters to the patient.
• Utilizes MyHealthyVet computer application to communicate with the patient and forward more advanced questions to the imaging technologist, utilization nurse, or professional staff.
• Documents communication interactions in the patient's digital medical records.
• Works with Imaging Service staff to ensure imaging orders are protocoled by a professional staff member prior to the appointment date.
• Researches prior related examinations and medical lab work.
• Schedules medical lab appointments and works with ordering providers to ensure medical lab orders are active and current in the patient's medical record.
• Works with Inpatient staff, Emergency Department staff, and Imaging staff to coordinate patient same day appointments based on medical urgency.
• Performs clerical duties within the Imaging Service to include clinic reception, customer service, third party insurance screening & collection (i.e. Insurance Buffer Capture software), uploading and downloading digital images on medical grade CD/DVD.
• Participates in team huddles and process improvement working groups to manage and plan clinic and patient care.
• Identifies incomplete encounters and communicates findings to clinical team members
• Monitors pre-appointment requirements to assure readiness for patient visit/examination (lab work and/or fasting),
• Updates patient demographic data in digital medical records.

Work Schedule: Monday - Friday; 8:00am-4:30pm
Telework: Not Available
Virtual: This is not a virtual position.
Functional Statement #: GS-03 520-00080-F / GS-04 520-00079-F / GS-05 520-00078-F
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

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:

• United States Citizenship. Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• Experience and Education.
  • (1) 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,
  • (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.
• Certification. None required.
• English Language Proficiency. Medical Support Assistants must be proficient in spoken and written English in accordance with VA Policy.

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: In addition to the Basic Requirements, your resume must demonstrate you possess the required experience necessary to possess the Knowledge, Skills, and Abilities (KSAs) required for each grade level. Resume must include hours per week for work experience credit.

GS-03:
(a) Experience or Education. None beyond the basic requirements.
(b) 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 perform front desk duties, receives telephone call, and visitors to the MSA unit. They make and cancel appointments, review patient records for necessary information, and review patient demographics and insurance verification. They consult with clinic staff when processing physician scheduling and administrative orders.
(c) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below:

1. Ability to meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments.
2. Ability to utilize computer systems to enter administrative data in patient systems.
3. Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care.

GS-04:
(a) 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,
(b) Education. Two years of education above high school. Transcript must be submitted.
(c) 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 VA Handbook 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 scheduling guidelines. MSAs at this level refer all questions regarding medical attention to the appropriate health care team member.
(d) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of 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 facilitate medical care for patients.
2. 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.
3. Knowledge of basic medical terminology to assist in the provision of care to patients.
4. Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics.

GS-05:
(a) Experience. One year of experience equivalent to the GS-04 grade level.
OR,
(b) Education. Four years of education above high school. Transcript must be submitted.
(c) 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. Advises clinical staff on current administrative processes. 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 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; monitoring both inpatient and outpatient appointments in areas of responsibility; verifying and updating demographics and insurance information when patients check-in for appointments. Coordinates administrative functions relating to emergency and non-emergency transfers to other VA facilities or private hospitals and determines appointment type based on the patient's eligibility status (i.e. TRICARE, sharing agreements, collaterals, research patient, VA employee, etc.).
(d) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below:

1. 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.
2. Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients.
3. Ability to schedule medical appointments in a clinical setting.
4. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work.
5. Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers.
6. 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:

• Scheduling appointments within the Department of Veterans Affairs
• Scheduling MRI's, CT Scans, Nuclear Medicine, Ultrasound, and/or PET Appointments.

**Resume must include hours per week for work experience credit.**

References: VA Handbook 5005/117 Part II, Appendix G45 VA Qualification Standard for Medical Support Assistant, GS-0679.

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: Work is sedentary but also demands standing, walking, bending, twisting, and carrying light items.

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, résumé, 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.