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Veterans Affairs, Veterans Health Administration Medical Support Assistant in Sioux Falls, South Dakota

Summary

The Medical Support Assistant (MSA) provides medical administrative support to one or more outpatient clinics and is an integral member of the clinic team to effectively carry out day to day administrative operations of the clinic. The MSA is responsible for accurate appointment management and the coordination of all administrative information between the professional staff, patient, patient caregiver and/or representative.

Responsibilities

Major duties include but are not limited to: Working collaboratively in an interdisciplinary care delivery model, utilizing effective organizing, problem solving and decision making abilities to perform receptionist, customer service, and administrative duties to ensure the proper and timely treatment of patients. Maintain appointment schedules - scheduling, rescheduling and cancelling appointments Providing reception to incoming and outgoing customers and communications Manual and electronic data entry Reviewing and updating patient demographics and insurance verification Providing administrative support to clinical colleagues Receiving and directing phone calls in a courteous and timely manner Determining nature of requests and providing the information desired without violating privacy rules and established clinic processes Requesting medical records from community healthcare facilities Scheduling consultation appointments, special procedures, testing labs, radiology etc. to coordinate care Contacting patients with appointment reminders Coordinating with patients to avoid unnecessary multiple trips to the facility Work Schedule: Monday through Friday, Admin Hours Financial Disclosure Report: Not required NOTE REGARDING THIS ANNOUNCEMENT: ALTHOUGH THIS ANNOUNCEMENT REMAINS OPEN UNTIL DECEMBER 31, 2020, WE WILL BEGIN SCREENING APPLICANTS ON OCTOBER 22, 2020. WE WILL DO SUBSEQUENT SCREENINGS UP UNTIL THE ANNOUNCEMENT CLOSES ON DECEMEBER 31, 2020 AS NEW VACANCIES BECOME AVAILABLE.

Requirements

Conditions of Employment

Qualifications

BASIC REQUIREMENTS:

a. Citizenship. Citizen of the United States. (Non-citizens may be appointed when it is not possible to recruit qualified citizens in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.g.).

b. 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.

c. Certification. None required.

d. Grandfathering Provision. All MSAs employed in VHA in this occupation on the effective date of this qualification standard are considered to have met all qualification requirements for the title, series, and grade held, which are a part of the basic requirements of the occupation. 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.

e. 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.

f. Physical Requirements. See VA Directive and Handbook 5019.

g. English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. GRADE DETERMINATIONS: Grade Determination GS-3 MSA (Entry Level)

You must meet the Basic Requirements outlined above. In addition you must be able to demonstrate all of the Knowledge, Skills, and Abilities (KSAs) listed below. Demonstrated Knowledge, Skills, and Abilities 1. Ability to meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments.

  1. Ability to utilize computer systems to enter administrative data in patient systems.

  2. Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care. Grade Determination GS-4 MSA (Developmental Level)

  3. 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. Examples of experience include but are not necessarily limited to: meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments; utilize computer systems to enter administrative data in patient systems; utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care.

OR

  1. Education: Two years above high school. AND Demonstrated Knowledge, Skills, and Abilities.

In addition to Basic Requirements and the experience listed above, candidates must be able to 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. Grade Determination GS-5 MSA (Full Performance Level)

  5. Experience: One year of experience equivalent to the GS-4 grade level. Examples of experience would include but not be limited 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; 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.

OR

  1. Education: Four years of education above high school. AND Demonstrated Knowledge, Skills, and Abilities.

In addition to Basic Requirements and the experience listed above, candidates must be able to 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. References: VA Handbook 5005/117, Part II, Appendix G45, Medical Support Assistant Qualification Standard. Physical Requirements: The work is primarily sedentary, however, there may be some walking, standing, bending and transporting items under 20 pounds. Works extensively in the hospital computer system.

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: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Additional Information

Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. This position is in the Excepted Service and does not confer competitive status. VA encourages persons with disabilities to apply. The health-related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority. 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. If you are unable to apply online view the following link for information regarding an Alternate Application.

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