Advanced Medical Support Assistant

Department of Veterans Affairs•San Diego, CA

31d•Onsite

About The Position

Provides advanced administrative and patient care support for VA Community Care. Coordinates appointments, processes medical records, manages referrals, ensures accurate scheduling, and communicates with Veterans, providers, and clinical staff. Maintains HIPAA standards, resolves issues, and supports smooth clinic operations. This is an OPEN CONTINUOUS ANNOUNCEMENT and will remain open until February 19, 2026. The initial cut-off date for referral of eligible applications will be December 21, 2025 with subsequent cut-off dates on the 1st of each month. Care in the Community (VACC). The local VA Community Care Service coordinates pre-authorized clinical services for Veterans outside the VA San Diego Healthcare System. The incumbent is responsible for generating pre-authorizations for medical care outside of the VA. The employee schedules medical appointments with community providers and documents all information in the appropriate VA systems. The employee monitors all incoming community care consults and tracks their progress through to the collection of medical records resulting in consult closure. The work involves several processes such as recording, reviewing, compiling, and interpreting medical data and information incidental to a variety of patient care and treatment activities. Variations in work result from changing priorities which frequently depend upon the urgency of the situation. Incumbent must use a high degree of tack, poise, empathy, diplomacy and compassion dealing with veterans; families, caregivers, fellow co-workers and hospital staff. The duties of this position vary widely requiring utilization of different processes and methods to accomplish this work. The work involves questioning of patients or their representatives to collect data for administrative processing of medical examinations, making referrals, scheduling, coordinating, and monitoring return appointments for outpatient treatment work-up in compliance with VHA scheduling directives and HIPAA regulations

Responsibilities

Scheduling, canceling, re-scheduling patient's appointments and/or consults.
Consult/referral management.
Answering and handling incoming and outgoing telephone calls from patients, providers, and VA staff.
Entering no-show information.
Establishing and maintaining medical outpatient and inpatient charts as well as administrative records.
Monitoring both inpatient and outpatient appointments for areas of responsibility.
Obtaining medical information from patients.
Coordinating information and actions related to patient care and services.
Ensuring encounter forms are completed in order to obtain appropriate workload credit.
Verifying demographics and enrollment information.
Coordinating care with providers outside of the VA San Diego Healthcare System (VASDHS).
Requesting medical records from providers outside of the VA San Diego Healthcare System (VASDHS).
Processing all emergency and non-emergency transfers to other VA facilities or private hospitals.
Other duties as assigned.