Clarification from the agency

Open to all US Citizens. NOTE: The 2-page Resume requirement does not apply to this position. For more information, refer to Required Documents below. This is an open continuous announcement until January 5, 2026. Qualified applicants will be considered and referred as vacancies become available.

Videos

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo

The Surgical Services Medical Support Assistant (MSA) generally performs a variety of support duties working collaboratively in an interdisciplinary coordinated care delivery model in this specialty care setting. The incumbent collaborates with and facilitates the work of physicians, nurses, and other members of the medical facility who provide patient care. The MSA coordinates and provides diverse and varying degrees of support to unit staff and manages the processing of consults and action required reports to ensure that patients are seen in a timely manner and that workload is correctly entered. The work requires a practical knowledge of computerized data entry and information processing systems, advanced knowledge of the standard procedures, medical records, and medical terminology specific to the services provided.

Duties include but are not limited to:

• Provides support and assistive patient services to physicians, nurses, and other healthcare personnel.
• Receives, schedules, and routes patients seeking care.
• Responsible for transcribing the clinician's orders by scheduling appointments and diagnostic labs, tests, and procedures accurately,completely, and in a timely manner, considering the patient's personal time constraints aswell as those of the other departments.
• Composes correspondence pertaining to clerical and administrative functions of the clinical service. Prepares on own initiative, letters, memoranda, clinical reports, and other official correspondence for signature of clinical staff and reviews same for accuracy of spelling and grammar.
• Maintains electronic records and files on all matters pertaining to the overall function of their specialty area. Such material includes, but is not limited to, policy directives, regulations, procedural changes, bulletins, circulars, local policies/procedures, correspondence, clinical files, and reports.
• Prepares recurring reports pertaining to administrative and clinical functions. Checks accuracy of data being reported.
• Performs as Timekeeper, entering and assuring accuracy of timecard postings for staff.
• Picks up and Sorts mail of Surgical Services Clinics and delivers to Clinic staff.

Work Schedule: 7:30am-4:00pm, Monday-Friday
Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
Pay: Competitive salary and regular salary increases When setting pay, a higher step rate of the appropriate grade may be determined after consideration of higher or unique qualifications or special needs of the VA (Above Minimum Rate of the Grade).
Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year)Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child.
Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA
Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement)
Telework: Not Available
Virtual: This is not a virtual position
Functional Statement #: 000000
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure: 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.
• 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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-3

Experience or Education. 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. 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.

Demonstrated Knowledge, Skills, and Abilities. In addition to specialized experience, 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. One year of experience equivalent to the [GS-4] grade level; OR,
Education. Four years of education above high school.

Demonstrated Knowledge, Skills, and Abilities. In addition to specialized experience, 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: Good clerical and computer skills. Good customer service, effective communication, and writing skills. Ability to multi-task in a fast pace clinical environment. Strong knowledge of Microsoft Office applications, as well as VA software (i.e. CPRS, VISTA)

Reference: VA Handbook 5005/53, Part II, Appendix G45
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.

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.