The Medical Support Assistant provides medical administrative support to Veterans Hospitals and Clinics throughout the VA Caribbean Healthcare System. The Medical Support Assistant is responsible for accurate appointment management and the coordination of all administrative information between the professional staff and the patient. Customer Service is key to their success. This position will be for Health Administration Service (HAS)

Duties

The Medical Support Assistant (MSA) is responsible for initiating and performing all phases of the administrative and clerical duties associated with resident care and treatment in the Specialty, Primary Care, and Behavioral Clinics. The MSA is the initial key contact point for veteran and beneficiaries seeking treatment, experiencing problems, and requesting information. Please Note: This position is for Health Administration Service. The Medical Support Assistant duties and responsibilities include, but are not limited to: Performs data entry, updates and verifies demographic information, no-show information. Schedules appointments and collects insurance information. Initiates and carries out a variety of administrative duties in support of patient care. Responsible for checking patients in upon arrival. Coordinates with team members to assure that patients are seen at their scheduled time within the clinic setting. Processes new enrollees and transfer patients by using Register Once, when needed. Contacts the travel office to arrange necessary transportation following established guidelines. Work Schedule: Decided at hiring, based on operational needs, rotating and irregular shifts which may include days, nights, weekends and holidays. Rotating and irregular shifts which may include days, nights, weekends and holidays. Compressed/Flexible:Not Available Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: 62018F Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

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. English/Spanish Language Proficiency: Must be proficient in spoken and written English/Spanish in accordance with VA Handbook 5005, part II, chapter 3, section A, paragraph 3j. 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). Experience and Education: 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. NOTE: 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. OR Education: One year above high school; OR Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. Grade Determinations: The following criteria must be met when determining the grade of candidates. GS-679-03 MSA (Entry Level) Experience or Education: None beyond the basic requirements. Assignment: This is an entry level MSA position. It is expected that MSAs GS-0679-03 receive guidance from more experienced staff members and require frequent and direct supervision. MSAs GS-0679-03 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. Candidates must demonstrate all of the KSA's 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 request pertaining to follow-up medical care. GS-0679-04 MSA (Developmental Level) Specialized 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. GS-679-4 Assignment: This is a developmental level MSA position. It is expected that MSAs GS-0679-04 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 VHA national scheduling guidelines. 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 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-0679-05 MSA (Full Performance Level) Specialized Experience: One year of experience equivalent to the GS-04 grade level OR Education: Four years of education above high school leading to a Bachelors Degree. GS-679-5 Assignment. This is the full performance level for MSAs. The MSA GS-0679-05 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 GS-0679-05 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 national 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 electronic sources; participating in huddles with other MSAs and/or clinic staff to determine the daily needs of the clinic, monitoring both inpatient and outpatient appointments in areas of responsibility. Candidates must demonstrate all of the KSAs below: 1. Ability to operate computerized programs and systems in order to enter, modify and retrieve 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 phone, 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. 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 full performance level of this vacancy is GS-679-05. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-679-03 to GS-679-05. Physical Requirements: The Medical Support Assistant work is mostly sedentary; however, some walking; standing, and carrying light items are required. Light filing, sometimes involving working close to the floor, is involved. Wrist and back protection can be provided to minimize the risks associated with prolonged use of automated data processing equipment. References: VA Handbook 5005/117, Part II, Appendix G45, dated August 1, 2019. Medical Support Assistant Qualification Standard GS-0679. http://vaww.va.gov/OHRM/Directives-Handbooks/Documents/5005.pdf this can be found in the local Human Resources Office.

Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on 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/.

Contacts

• Address San Juan VA Medical Center 10 Calle Casia San Juan, PR 00921 US
• Name: Bryan Lewis
• Phone: (813)-816-7155 X100177
• Email: [email protected]