Medical Support Assistant

Veterans Health Administration • Perry Point, MD

8d • Onsite

About The Position

The Medical Support Assistant, also known as an Inpatient Ward Clerk, serves in the Health Administration Service and provides a wide range of administrative support to the section. The position supports inpatient care by coordinating patient admissions, transfers, discharges, appointments, tests, procedures, therapies, and consults. Duties are performed independently with supervision and auditing to ensure compliance with applicable VHA directives, procedures, laws, and local policies. The incumbent uses judgment and initiative to solve problems and support efficient operations.

The role requires handling confidential information and applying organizational rules and regulations, including the Privacy Act, HIPAA, and the Freedom of Information Act. The incumbent may work on any ward under Health Administration Service and must be available for varied regular and irregular tours, including weekends and holidays. The position is not teleworkable or virtual.

Requirements

• U.S. citizenship, subject to the stated exception for appointments when qualified citizens cannot be recruited.
• High school diploma, GED, or qualifying state or territorial proficiency certificate; two years of education above high school may substitute for the stated GS-05 experience requirement.
• Proficiency in written and spoken English.
• For GS-05, either one year of creditable experience equivalent to GS-04 or two years of education above high school.
• Advanced knowledge of medical terminology sufficient to understand diagnoses and procedures and communicate clinical staff instructions to patients.
• Customer-service skills, including identifying customer concerns and referring them to appropriate staff for resolution.
• Ability to use computerized programs and systems to enter, modify, and retrieve sensitive medical and patient-identifying information in electronic health records, scheduling systems, or reports.
• Ability to schedule medical appointments in a clinical setting.
• Ability to work independently while performing a wide variety of patient-support duties.
• Ability to communicate effectively and professionally in person, electronically, and by telephone with internal and external customers.
• Successful completion of required application steps and an online assessment; subject to background/security investigation and online onboarding.
• Must meet pre-employment identification requirements and participate in the VA seasonal influenza vaccination program.
• Must serve a one- or two-year trial period, with continued employment subject to written certification that it advances the public interest.
• Must comply with confidentiality requirements, including applicable Privacy Act, HIPAA, and FOIA rules.
• Must comply with safety and fire-prevention requirements and know emergency and disaster procedures for the work area.

Nice To Haves

• Ability to multitask.
• Knowledge of medical terminology.
• Excellent customer service.

Responsibilities

• Receive unit telephone calls, record and relay messages, and provide general information about visiting hours, office hours, and staff availability.
• Refer questions about a patient's status or condition, and questions requiring medical or triage judgment, to nursing staff.
• Coordinate with medical clinics to arrange tests, pre-operative procedures, therapies, and appointments for inpatients according to discharge instructions or consult management.
• Receive, direct, transfer, and discharge patients; receive and direct visitors; answer routine, abrupt, and emergent inquiries; and refer questions about patient conditions appropriately.
• Coordinate with nursing staff, the nursing staff supervisor, and the bed flow coordinator to assign rooms for admissions and transfers.
• Build medical charts for new admissions and prepare admission packets.
• Ensure required activities are completed before discharge and that follow-up appointments and consults are accurately scheduled.
• Respond to technical questions regarding patient rights, responsibilities, and advance directives.
• Perform data-entry and data-collection duties, maintain the Ward Gains and Losses log, and post appointments, therapy times, labs, and procedures on ward boards.
• Perform administrative duties for the Residential Rehabilitation Treatment Program, including admissions and discharges.
• Manage timely and appropriate scheduling and processing of consults.
• Complete insurance capture entries in the Insurance Capture Buffer in accordance with local and national measures.
• Electronically verify doctors' orders and alert staff to time-critical medications, labs, x-rays, and EKGs.
• Transcribe handwritten or electronic doctors' orders onto appropriate medication, pre-operative, or treatment sheets for nursing staff.
• Verify and correct patient information in computer systems, including treating specialties, providers, and movement times, and report discrepancies to a supervisor.
• Print and post current on-call rosters, emergency lists, and medical/surgical staff listings on ward boards.
• Ensure ward printers, telephones, fax machines, copiers, document scanners, and shredders are operational and stocked with supplies.
• Assist Eligibility and Enrollment management with data validation.
• Adhere to Equal Opportunity Program provisions and workplace safety and fire-prevention rules; report accidents and unsafe conditions, attend training and safety promotions, and know applicable emergency and disaster plans.
• Maintain confidentiality of handled materials and comply with applicable privacy and information laws and policies.

Benefits

• Federal employee benefits package; specific benefits depend on the position and eligibility.
• Potential credit toward annual leave accrual based on prior federal work or military service, subject to request and approval.

What This Job Offers

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