Summary
The incumbent is assigned to Medical Administration Service at the VA Maryland Healthcare System at the Perry Point location. The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below.
Duties
DUTIES: Scheduling appointments in accordance with VHA Directive 1230(3) and VHA Directive 1232 (2); including canceling, re-scheduling, and no showing patient appointments and/or consults. Verifies and updates patient demographics to include capturing of insurance data. Ensures that all patients are identified by photo identification. Responsible for receiving and routing all Veterans who report to the facility for scheduled and unscheduled examinations and appointments, assuring that the patients are electronically checked-in for their appointment. Responsible for explaining in detailed to Veteran about upcoming appointments, ensuring they understand what they must do and where they must go to complete their work-up. Responsible for capturing scheduling preference. Ensures clinic assigned staff are appropriately utilizing Recall List (Delinquent), Return to Clinic Orders (Query from VS GUI), insurance capture buffer report, pre-registration and view electronic health record (EHR) alerts for accurate disposition daily. Ensures patients online appointments (VAOS) are review daily and scheduled within 2 business days from time of receipt from the notification manager. 1. Ensures patient encounters are given to the Provider or clinical staff by the end of business each day. Ensures patient encounters are completed for clinics assigned by the end of each business day (no-shows and patient cancellations). Ensures that consults greater than 30 days have proper documentation for additional scheduling attempts or dispositioning directed by the provider. I. Ensures clinic assigned staff is appropriately using the insurance capture buffer exception list and appropriately utilizing Vet Link for clinics assigned. Receives and directs patients and visitors by telephone, answering routine inquiries, and making appropriate referral of questions concerning patients' care. Directs patients and families to Decedent Affairs regarding death benefits. Directs patients to Beneficiary Travel for transportation support and vouchers as required. Directs patients to Eligibility and Enrollment for follow up regarding any eligibility issues. Orients and provides on-the-job training for new AMSA employees as required in collaboration with Lead MSA and Supervisory MSA. Monitors pre-appointment requirements to ensure readiness for the patient visit; perform administrative follow-up actions; evaluate patient information and clinic schedule list. Monitors CTM to review the status of consults, at minimum to include consults greater than 90 days, unscheduled no activity greater than 30 days linked to past appointment, and other status that require administrative/MSA action. Document attempts in CTB (consult toolbox). Make patients aware of community care wait time. Responsible for submitting Patient Tracking form upon request from supervisor. Responsible for reviewing and following up on several reports to include Aged Consult report, Community Care Scheduling Timeliness, Recall Reminder report, Return to clinic orders report. Discuss opt-in and opt-out with patients. Notifies Supervisor when clinic access is less than desirable or if an individual patient cannot be scheduled within mandated clinic timeframes. Completes pre-registration call list for patients with future appointments. Responsible for other duties as assigned. Work Schedule: Varied. Will be discussed during interview. Telework: Adhoc Only Virtual: This is not a virtual position. Functional Statement #: 25563-F VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional
Requirements
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.
Education
Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. 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. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. 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. Grandfathering Provision (continued): 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 changed to a lower grade 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.
How you will be evaluated
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. Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. 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. GRADE REQUIREMENTS. Creditable Experience. Knowledge of MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities or an equivalent administrative patient support role in a non-VA medical inpatient or outpatient setting. Experience satisfying this requirement may be paid/non-paid employment as an MSA or an equivalent position in a non-VA hospital or clinic setting. Quality of Experience. Qualifying experience must be at a level comparable to MSA experience or equivalent administrative clinical support role in a non-VA medical inpatient or outpatient setting 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 a range of varieties as described in this standard, at the specified grade level and be performed by the incumbent at least 25% of the time. Part-Time Experience. Part-time experience as an MSA or equivalent administrative patient support in a non-VA medical inpatient or outpatient setting is creditable according to its relationship to the full-time workweek. For example, an MSA employed 20 hours a week, or on a 1/2-time basis, would receive one full-time workweek of credit for each two weeks of service. 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.