Medical Support Assistant (Advanced)

Veterans Health Administration • New York, NY

13d • Onsite

About The Position

The Advanced Medical Support Assistant provides day-to-day administrative support for outpatient cardiology clinics delivered by the National CARDIO-VET Network. The incumbent works as a team assistant, ensuring administrative functions are completed promptly so physicians and other clinical staff can provide quality patient care and meet team objectives. The position is at one of two locations: VA Hudson Valley Healthcare System–Castle Point in Wappingers Falls, New York, or the Margaret Cochran Corbin VA Campus of VA NY Harbor Healthcare System in New York, New York.

The Advanced MSA works collaboratively within an interdisciplinary care-delivery model. Duties include coordinating clinic operations and patient flow, supporting patient communications and follow-up, processing referrals and records requests, scheduling appointments and travel, and maintaining accurate electronic records. The position may also include inventory and purchase-card duties, meeting minutes, and timekeeping. The work schedule is Monday through Friday, 7:30 a.m. to 4:00 p.m.; compressed or flexible scheduling is available, and telework is ad hoc. This is not a virtual position.

Requirements

• U.S. citizenship; non-citizens may be appointed only when qualified citizens cannot be recruited in accordance with VA policy.
• High school diploma, GED equivalency certificate, or state or territorial proficiency certificate.
• Proficiency in written and spoken English.
• For GS-06 placement, one year of creditable experience equivalent to the next lower grade.
• Advanced knowledge of technical health care processes related to access to care, including scheduling across interdisciplinary care models and patient health care portals.
• Advanced knowledge of policies and procedures for interdisciplinary care operations that affect patient flow and administrative support, including appointment cycles, outside referrals, follow-up care, overbooking, and provider availability.
• Advanced knowledge of medical terminology.
• Ability to collaborate and communicate with clinicians across multiple disciplines to support team goals and patient care.
• Ability to independently set priorities and organize work to meet deadlines and comply with established processes, policies, and regulations.
• Ability to communicate tactfully and effectively with internal and external customers in person, by phone, electronically, and in writing; prepare reports and present data; and resolve patient concerns.
• Completion of an online assessment and all required application steps.
• Successful completion of a background/security investigation, onboarding, and pre-employment physical examination.
• Participation in the VA seasonal influenza vaccination program.
• Service of a one- or two-year trial period as a condition of employment.
• Male applicants born after December 31, 1959, must be registered for Selective Service.

Responsibilities

• Provide day-to-day administrative assistance to clinical staff in outpatient cardiology clinics and ensure administrative functions are completed in a timely manner.
• Coordinate with the patient care team to review clinic utilization reports, monitor clinic setup, and make adjustments to support clinic needs.
• Admit and discharge patients to Residential and Inpatient Units and coordinate with outside organizations to secure medical care for patients.
• Serve as a subject matter expert on FED Traveler rules and regulations and assist clinicians with travel requests.
• Maintain effective communication with patients, the interdisciplinary team, VA medical centers, and other agencies, including facilitating inpatient-to-outpatient communications, communicating with non-VA facilities, processing secure messages, notifying patients of normal lab results, and tracking follow-up care.
• Participate in team meetings to plan and manage patient care; set priorities and deadlines; and adjust work flow and sequencing to meet team and patient needs.
• Work with the care team to reinforce care plans and self-help solutions and enter appropriate information into the electronic record.
• Monitor pre-appointment requirements to ensure readiness for patient visits.
• Manage the electronic wait list, verify and validate its accuracy, and resolve issues.
• Participate in problem-solving about operational issues and procedures, perform administrative follow-up, and independently follow up on team meetings to support continuity of care.
• Review patient information and clinic schedule lists to determine whether patients are vested; inform providers about shared patients who receive care at multiple VA facilities or in the community.
• Greet veterans, provide assistance and directions, and ensure registration and insurance-card information is entered into the computer.
• Process Release of Information requests promptly in accordance with HIPAA guidelines.
• Schedule appointments and consultations in the computer in accordance with ACA principles and schedule patient travel in a timely manner.
• Maintain supply inventory and, if assigned, use a Purchase Card.
• Take minutes at meetings and, if assigned, serve as Unit timekeeper.
• Ensure the accuracy and timeliness of data entered in VISTA.
• Perform other related duties as assigned.

Benefits

• Federal employee benefits package; eligibility depends on position type and other factors.
• Selected applicants may qualify to receive credit for prior work or military service toward annual leave accrual, subject to request and approval before appointment.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED