Intermittent Medical Support Assistant (Advanced)

Veterans Health Administration • East Orange, NJ

4d • Onsite

About The Position

The VA New Jersey Healthcare System is recruiting an Advanced Medical Support Assistant for an intermittent position. The incumbent manages administrative duties for Eligibility, the Emergency Room, and the Specialty Patient Aligned Care Team.

The Advanced Medical Support Assistant coordinates with team members to review clinic utilization and monitor clinic setup, making adjustments to support clinic needs. The role develops and maintains effective communication with patients, interdisciplinary teams, VA medical centers, and other agencies. Duties may include communicating with staff inside and outside the facility and non-VA medical facilities; processing patient secure messages; notifying patients of normal lab results; and developing and managing tracking systems for follow-up care, including consults and tests.

The position participates in team huddles and meetings to plan and manage patient care; sets priorities and deadlines and adjusts work sequencing to meet team and patient needs; may reinforce care plans and self-help solutions with patients and enter information into electronic records; monitors pre-appointment requirements; and manages the electronic wait list. The Advanced MSA also contributes to operational problem solving, completes administrative follow-up, collaborates with medical teams to support continuity of care, evaluates patient and clinic information to determine whether patients are vested, and alerts providers about patients receiving care at multiple VAs or in the community. Other duties may be assigned.

The work schedule is intermittent with rotating hours. Telework is not available, and this is not a virtual position. The selected applicant must complete a pre-employment physical evaluation and serve a one- or two-year trial period. The position is in the Excepted Service and does not confer competitive status.

Requirements

• U.S. citizenship, except where appointment of a non-citizen is permitted under VA policy when qualified citizens cannot be recruited.
• Proficiency in spoken and written English.
• High school diploma, GED equivalency certificate, or state or territorial proficiency certificate.
• One year of creditable experience equivalent to GS-05 in the normal progression for the occupation.
• Advanced knowledge of technical health care processes related to access to care, including scheduling across interdisciplinary coordinated care and/or care-in-the-community models and patient health care portals.
• Advanced knowledge of policies and procedures for interdisciplinary coordinated care and/or care-in-the-community operations affecting patient flow and administrative support functions, including appointment cycles, outside referrals, follow-up care, overbooking, and provider availability.
• Advanced knowledge of medical terminology.
• Ability to collaborate and communicate with medical 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 electronically, by phone, in person, and in writing; this may include preparing reports, presenting data, and resolving patient concerns.
• Must pass a pre-employment physical evaluation or examination.
• Must participate in the seasonal influenza vaccination program.
• Must complete required onboarding and application documentation and undergo a background/security investigation.
• Must serve a one- or two-year trial period, subject to written certification for continued employment.

Responsibilities

• Coordinate with team members to review clinic utilization and monitor clinic setup, making adjustments as needed.
• Communicate with patients, interdisciplinary teams, VA medical centers, other agencies, facility staff, and non-VA medical facilities.
• Process patient secure messaging requests and notify patients of normal laboratory results.
• Develop and manage tracking systems for follow-up care, including consults and tests.
• Participate in team huddles and meetings to manage and plan patient care.
• Set priorities and deadlines and adjust work flow and sequencing to meet team and patient needs.
• Work with the 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 or procedures.
• Manage the electronic wait list, verify and validate its accuracy, and resolve issues.
• Provide input on operational problems and procedures in team meetings and perform administrative follow-up actions.
• Follow up on team huddles, share information, and collaborate with the medical team to support continuity of care.
• Evaluate patient information and clinic schedules to determine whether patients are vested.
• Educate providers about shared patients receiving care at multiple VA locations or in the community, and bring relevant information to providers.
• Perform other duties as assigned.

Benefits

• Competitive salary and regular salary increases; a higher step rate may be considered based on qualifications or VA needs.
• 37–50 days of annual paid time off per year, comprising 13–26 days of annual leave, 13 days of sick leave, and 11 paid federal holidays.
• Potential credit toward annual leave accrual for qualifying prior work or military service, subject to request and approval.
• Up to 12 weeks of paid parental leave after 12 months of employment, in connection with birth, adoption, or foster care placement.
• Eligible full-time employees may qualify for a childcare subsidy after 60 days of employment, subject to income and other eligibility limits.
• Traditional federal pension with five-year vesting and a federal 401(k) with up to 5% in VA contributions.
• Federal health, vision, dental, term life, and long-term care insurance; many federal insurance programs can be carried into retirement.

What This Job Offers

• Career Level: Mid Level
• Education Level: High school or GED