Medical Administrative Assistant

Veterans Health Administration • East Orange, NJ

12d • Onsite

About The Position

The Medical Administrative Assistant provides support across a medical center during regular and off-tour hours. This intermittent position has no set tour hours; work is scheduled based on demand. Duties include processing patient admissions, transfers, and discharges; verifying eligibility and insurance; managing decedent affairs; coordinating patient referrals and beneficiary travel; updating tracking systems such as VistA and BMS; generating daily Gains and Losses reports; and resolving administrative issues. The position provides administrative coverage for the Emergency Department and inpatient wards and advises clinical and administrative staff on procedural, legal, and regulatory requirements during off-tour hours. It is not a virtual position.

The role also serves as a point of contact for inquiries from the public, patients, families, media, congressional staff, and outside facilities, while following Privacy Act and FOIA guidelines. The Medical Administrative Assistant promotes positive patient relations, coordinates activities across hospital services, responds to irregular administrative situations and emergencies, maintains irregular-tour logs, conducts preliminary investigations, and performs analytical reviews and administrative studies to recommend corrective actions.

This is an intermittent position that does not exceed two years. Relocation, recruitment, critical skills, and permanent change of station incentives are not authorized.

Requirements

• One year of specialized experience equivalent to at least the next lower grade (GS-6) in the normal line of progression.
• Experience providing administrative support in a healthcare facility during regular or off-tour hours.
• Experience determining eligibility, verifying patient demographic and insurance information, and processing admissions, transfers, and discharges.
• Experience handling decedent affairs, including next-of-kin identification, postmortem authorizations, and release of remains in accordance with federal and state regulations.
• Experience coordinating patient referrals, special transportation, and beneficiary travel authorizations.
• Experience updating patient tracking software such as VistA and Bed Management Systems (BMS).
• Experience compiling and finalizing statistical reports such as Gains and Losses reports.
• Experience using office automation software, such as word processing, spreadsheets, presentation graphics, and email, to prepare and maintain administrative records.
• Experience handling inquiries or complex administrative issues by communicating policy guidelines and liaising with clinical staff, patients, family members, or external entities.
• Must be a U.S. citizen.
• Must complete the required application steps, questionnaire, and online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Subject to background and security investigation.
• Must participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel requirement.
• Must serve a one-year probationary period.
• No educational substitution is available at this grade level.

Responsibilities

• Conduct admission, discharge, and transfer procedures in accordance with VA and medical center directives.
• Verify patient eligibility and entitlement criteria, demographic data, and third-party insurance information.
• Update the Bed Management System and execute appropriate bed movements for inpatient units.
• Coordinate patient referrals, transfer criteria, special transportation arrangements, and beneficiary travel.
• Generate, verify, and finalize the daily Gains and Losses report detailing patient activity, statistical data, and logs.
• Handle decedent affairs, including identifying next of kin, notifying families, obtaining autopsy authorizations, releasing remains, and safeguarding patient valuables and effects.
• Provide administrative coverage for the Emergency Department and inpatient wards.
• Advise clinical and administrative staff on procedural, legal, and regulatory requirements during off-tour hours.
• Respond to inquiries from the public, patients, families, media, congressional staff, and outside facilities in accordance with Privacy Act and FOIA guidelines.
• Promote positive patient relations and coordinate activities across hospital services.
• Handle irregular administrative situations, physical plant issues, and emergency or disaster notifications.
• Recall on-call physicians, clinical staff, administrative support, or engineering personnel during emergencies.
• Maintain irregular-tour logs for overtime, call-backs, and emergency repairs.
• Conduct preliminary investigations and notify leadership of unusual incidents, including injuries, suicides, or suspected foul play.
• Assist with appointment cancellations, rescheduling due to unplanned leave, and orienting rotating clinical staff.
• Conduct analytical reviews, special investigations, and administrative studies and recommend corrective actions.

Benefits

• The posting states that federal employees and their families have access to a comprehensive benefits package; specific benefits depend on position type and eligibility.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed