Medical Support Assistant

Summary The Medical Support Assistant in this position is responsible for initiating and performing a variety of clerical and administrative duties associated with patient care and treatment on various tours of duty on any patient care unit of the Central Texas Veterans Health Care System (CTVHCS). Assignments may be changed on an hour-to-hour basis, determined by workload and availability of personnel. The MSA acts as back-up MSA to other units as needed. Responsibilities VA Careers - Medical Support Assistant: Total Rewards of a Allied Health Professional Major duties include, but are not limited to: The MSA is responsible for maintaining a smooth and efficient flow and quality of work to ensure timely accomplishment of the assigned workload. The MSA established priority of work assignments and adjusts based on the activities of the unit and the service. The MSA provides administrative support to the Charge Nurse, Nurse Manager and all other specialty staff assigned to support the day-to-day operation of all inpatient units. Standard administrative duties to ensure smooth and efficient workflow are as follows: Acts as a receptionist for the unit, processing incoming and outgoing telephone calls, recording messages, lab results, etc., and taking action when required (i.e., stat or panic values). Directs telephone calls and visitors and communicates information appropriately. In the absence of direct clinical personnel, the MSA will answer call lights and take messages as appropriate. Coordinates nursing home referrals with unit social worker and nursing staff. Performs miscellaneous duties which may include, but are not limited to obtaining office supplies for the unit, scanning, xeroxing needed medical data, faxing, preparing admission, transfer, and discharge packets, distributing mail to staff and patients, obtaining medical records and x-rays, etc. Initiating and ensuring completion of work orders for the unit. In the event of computer malfunction, duties will be completed following the established Bar Code Medication Administration (BCMA) contingency plan. The MSA follows established procedures for admissions, discharges, and transfers of patients. For discharges the MSA makes outpatient care appointments with the primary care provider and annotates this in CPRS utilizing the MAS: Inpatient Clerk Discharge Note. The MSA processes physicians' orders by identifying priority of STAT and routine orders and takes appropriate action by notifying personnel or services responsible. The MSA schedules and arranges patient appointments to avoid conflict of treatment. Next notifies professional staff of appointments pending and any special preparation needs. Enters movement appointments for patient transport and follows up to ensure patients arrive at the appointment. Work Schedule: Night Shift tour - Monday - Friday, 11:30pm - 8:00am. Evening Shift tour - Friday - Tuesday, 3:30pm - Midnight Recruitment/Relocation Incentives (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 #: 50342/50341/50340 / Medical Support Assistant (MSA), Inpatient Permanent Change of Station (PCS): Not Authorized Requirements 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 ( Effective May 7, 2025, driver's licenses or state-issued identification 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. No experience required. Education. High school diploma, General Education Development equivalency certificate, or proficiency certificate from a State or territorial-level Board or Department of Education. 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. Licensure/Certification/Registration. None Physical Requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements. English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f). 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: GS-3: None beyond the basic requirements. GS-4: Experience: One year of creditable experience equivalent to the next lower grade (GS-3). Experience includes, but is not limited to: applying general rules and policies relating to clinic functions, staff, and automated data processing methods in support of treatment to patients; utilize a variety of patient data systems in scheduling patients for treatment and annotates patient records; perform front desk duties, receives telephone call, and visitors to the MSA unit; make and cancel appointments, review patient records for necessary information, and review patient demographics and insurance verification; consult with clinic staff when processing physician scheduling and administrative orders.; OR, Education: One year of education above high school. (Transcript Required) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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. 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. 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. GS-5: Experience: One year of creditable experience equivalent to the next lower grade (GS-4). Experience includes, but is 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 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.; OR, Education: Two years of education above high school. (Transcript Required) Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients. Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution. 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. Ability to schedule medical appointments in a clinical setting. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work. Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers. Preferred Experience: 6+months of customer service/interpersonal skills (Face-to-Face, telephone, written) 6+ months experience working in administrative/clerical setting 6+ months experience in office automation (ability to use and navigate between various types of office equipment and software) Organization skills Multitasking skills Adaptability Ability to work independently and manage responsibilities without constant supervision Detail oriented Reference: For more information on this qualification standard, please visit 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. Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds. 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: 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: Note: If your school has changed names, or is no longer in existence, you must provide this information in your application. Additional Information Receiving Service Credit for 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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.