Medical Support Assistant

Medical Support Assistant The Veterans Health Administration is seeking Medical Support Assistants for the Eastern Oklahoma VA Health Care System, with vacancies in Claremore, OK, Muskogee, OK, and Tulsa, OK. This position performs patient intake, appointment scheduling, administrative coordination, registration, consult support, record review, workload data entry, and customer service duties in support of Veterans receiving care. Agency: Veterans Health Administration Facility: VISN 19 Rocky Mountain Network, Eastern Oklahoma VA Health Care System Locations: Claremore, OK; Muskogee, OK; Tulsa, OK Vacancies: Many Salary: $38,791 - $63,335 per year Salary Note: Salary will be determined after selection based on location. Pay Scale & Grade: GS-3 to GS-5 Promotion Potential: GS-5 Work Schedule: Full-time; work schedule will be determined upon selection Appointment Type: Permanent Telework: Not available Remote/Virtual: Not available Travel Required: Not required Relocation Expenses: Not reimbursed Relocation/Recruitment Incentives: Not authorized PCS: Not authorized Drug Test: Not required Security Clearance: Not required Position Sensitivity/Risk: Non-sensitive / Low Risk Background Check: Credentialing and suitability/fitness required Financial Disclosure: Not required Federal Service: Excepted Service Union Representation: Yes Supervisory Status: No Series: 0679 Medical Support Assistance Functional Statement: 54007-A, 54006-A, 54005-A, 50804-A, 50803-A, 50802-A Announcement Number: CBSU-12956544-26-FTL Control Number: 869411900 Key Responsibilities: Serve as a first-line customer service representative for Veterans, beneficiaries, families, visitors, and staff. Greet stakeholders at outpatient clinics and hospital areas and provide guidance or direction. Process hospital admissions, clinic appointments, patient registration, workload data, and validation activities. Schedule appointments and interpret or verify provider orders in accordance with VHA national scheduling guidelines. Assist with consults, recall reminders, view alerts, mod sheets, and encounters for assigned specialty clinics. Use systems and tools such as Insurance Capture Buffer, Patient Check-In, Consult Toolbox, Consult Tracking Manager, My HealtheVet, secure messaging, and demographic update tools. Help ensure consults are resolved within required timeframes and encounters are resolved daily. Provide scheduling guidance within assigned sections. Assist Veterans and professional staff with scheduled procedures and return appointments. Provide information about unit, clinic, and hospital policies, procedures, and locations. Refer difficult questions or concerns to appropriate resources. Maintain and monitor patient appointment schedules and communicate delays to patients and staff. Monitor clinic and operating room utilization and make adjustments to support clinic needs. Schedule, cancel, and reschedule exams and procedures. Facilitate scheduling of procedures and testing performed by other services. Contact next-day appointments and no-shows. Review audio reminder cancellation and reschedule reports. Provide detailed daily reports to Medical Administration Service leadership, including missed opportunities, consults, encounters, unsigned notes, orders, and clinic issues. Perform administrative follow-up actions. Participate in team meetings to manage and plan patient care. Collaborate with the medical team to support continuity of care. Set priorities and deadlines and report expected milestones to supervisors. Monitor work progress and make adjustments based on established priorities. Safeguard sensitive information against unauthorized disclosure. Basic Qualifications: Must be a U.S. Citizen. Non-citizens may only be appointed when qualified citizens cannot be recruited in accordance with VA policy. Must be proficient in spoken and written English. Must have a high school diploma, GED, proficiency certificate from a State or territorial-level Board or Department of Education, or equivalent qualifying education. No experience is required beyond the basic requirements for GS-3. Must be subject to background/security investigation. Selective Service registration is required for males born after December 31, 1959. Must complete all application requirements and online onboarding requirements. Must provide acceptable identification for employment eligibility verification. Must participate in the seasonal influenza vaccination program as required for Department of Veterans Affairs health care personnel. Selected applicant will be required to serve a one-year or two-year trial period. Eligibility: This announcement is open to the public, including U.S. Citizens, Nationals, or those who owe allegiance to the United States. This announcement is also open to current permanent Department of Veterans Affairs employees and other federal employees. The two-page resume requirement does not apply to this occupational series. Area of consideration referrals will be reviewed in order: current permanent VA employees of the facility, current permanent Veterans Health Administration employees, current permanent Veterans Affairs employees, and all other applicants. Veterans' preference is waived for the GS-0679 occupational series through September 30, 2026. Veterans' preference does not apply for internal or other current permanent federal agency employees. This position is in the Excepted Service and does not confer competitive status. This is an open continuous announcement until September 30, 2026. Qualified applicants will be considered and referred as vacancies become available. This announcement may close without advance notice. This announcement may be used to fill additional vacancies. GS-3 Qualification Requirements: Must meet the basic requirements. No additional experience or education beyond the basic requirements is required. GS-4 Qualification Requirements: One year of experience equivalent to the GS-3 level; or One year of education above high school. Experience may include applying general rules and policies related to clinic functions, staff, and automated data processing methods in support of patient treatment. Experience may include using patient data systems to schedule treatment and annotate patient records. Experience may include front desk duties, receiving telephone calls and visitors, making and canceling appointments, reviewing records, and verifying demographics and insurance. Must demonstrate knowledge of basic medical terminology. Must be skilled in recording patient messages and understanding physician requests for follow-up medical care. Must be able to communicate with individuals from varied backgrounds and other health care team members. Must be able to use and navigate office automation equipment and software supporting patient care. GS-5 Qualification Requirements: One year of experience equivalent to the GS-4 level; or Two years of education above high school. Experience may include scheduling and rescheduling patients for treatment. Experience may include interviewing patients, referring patients to specialty clinics, resolving complaints, and interacting with internal and external customers. Experience may include reviewing and documenting outpatient and inpatient electronic health records and administrative records. Experience may include verifying third-party insurance, updating information, obtaining medical information, and coordinating actions related to patient care and services. Must demonstrate advanced knowledge of medical terminology sufficient to understand medical diagnoses and procedures. Must be skilled in customer service and able to identify concerns and refer them appropriately. Must be able to operate computerized programs and systems to enter, modify, and retrieve sensitive medical and patient identifying information. Must be able to schedule medical appointments in a clinical setting. Must be able to work independently while performing a wide variety of patient support duties. Must communicate effectively and professionally in person, electronically, and by telephone. Education: High school diploma, GED, proficiency certificate, or equivalent qualifying education is required unless covered under the grandfathering provision. If using post-high school education to substitute for experience at GS-4 or GS-5, transcript must be submitted. Education must be from an institution recognized by the U.S. Department of Education. Foreign education must be supported by a certificate of foreign equivalency if used to meet qualification requirements. Physical Requirements: Work is primarily sedentary. Work in nursing units or emergency department areas may involve walking, getting up and down from sitting, retrieving items, and carrying papers, folders, or belongings. Crouching and bending may be required to file documents and address supply needs. Constant demands such as ringing telephones and frequent interruptions may make it difficult to leave the work area for short periods. No special physical demands are required to perform the work. Evaluation Criteria: Applicants are evaluated based on how well they meet the qualification requirements. Eligible applications will be reviewed and referred according to the stated area of consideration order. Experience must be clearly and specifically described because the agency stated it will not make assumptions. Resume, CV, and supporting documentation will be verified. Errors or omissions may affect consideration for employment. Paid and unpaid experience, including volunteer work, may be credited when relevant. Pre-employment reference checks may be used to verify information and support final selection decisions. Required Documents: Resume Standard Clinical Resume Document uploaded into the restricted Resume document upload field Full resume or CV may be uploaded separately into the Other document upload field without page limitation Resume/CV must include job title, duties, month and year start/end dates, full-time or part-time status including hours worked per week, and pay plan and grade/step for federal positions. SF-50 / Notification of Personnel Action, if current or former federal employee. Additional SF-50 may be required to show time-in-grade, length of experience, or tenure if the most recent SF-50 does not clearly demonstrate eligibility. Transcript, if using education to qualify. License or professional certification, if applicable. Performance appraisal, if applicable. DD-214 / Statement of Service, if claiming military service or Veterans' preference. SF-15 and supporting documentation, if claiming 10-point Veterans' preference. Cover letter, disability letter, separation notice, and other supporting documents, if applicable. Accepted Documents: Cover Letter DD-214 / Statement of Service Disability Letter - VA License Other Performance Appraisal Professional Certification Resume Separation Notice - RIF SF-15 SF-50 / Notification of Personnel Action Transcript Benefits: Competitive salary and regular salary increases. 37 to 50 days of paid time off per year, including 13 to 26 days of annual leave, 13 days of sick leave, and 11 paid federal holidays. Selected applicants may qualify for credit toward annual leave accrual based on prior work experience or military service, subject to approval. Up to 12 weeks of paid parental leave after 12 months of employment. Potential child care subsidy for eligible full-time employees after 60 days of employment. Traditional federal pension with five-year vesting. Federal 401(k)-style retirement plan with up to 5% VA contribution. Federal health, vision, dental, term life, and long-term care insurance options. Application Deadline: September 30, 2026 at 11:59 p.m. ET Status: Accepting applications This open continuous Medical Support Assistant announcement for Eastern Oklahoma VA Health Care System is accepting applications until September 30, 2026. Qualified applicants will be considered and referred as vacancies become available, and the announcement may close without advance notice.