Medical Support Assistant

Veterans Health Administration • Baltimore, 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 administrative support to the section. The incumbent performs a wide range of inpatient administrative and patient-support duties, independently completing assignments with supervision and auditing to ensure compliance with VHA directives, procedures, laws, and local policies. The full-performance grade is GS-5.

The role supports patient admissions, transfers, and discharges; coordinates appointments, consults, tests, therapies, and procedures; maintains patient and unit records; and communicates with patients, visitors, clinical staff, and other units. The incumbent handles sensitive information and must follow applicable confidentiality requirements, including the Privacy Act, HIPAA, and FOIA. The position works varied regular and irregular tours, including weekends and holidays, and may require assignment to any ward under Health Administration Service. Telework is not available and the position is not virtual.

Requirements

• U.S. citizenship, subject to the stated exception when qualified citizens cannot be recruited in accordance with VA policy.
• High school diploma, GED equivalency certificate, or state/territorial proficiency certificate; qualifying education must be from an appropriately recognized institution.
• Proficiency in spoken and written English.
• For GS-5, either one year of creditable experience equivalent to GS-4 or two years of education above high school.
• For GS-5, advanced knowledge of medical terminology sufficient to understand diagnoses and procedures and communicate clinical staff instructions to patients.
• For GS-5, customer-service skill, including identifying customer concerns and referring them to appropriate staff for resolution.
• For GS-5, ability to operate computerized programs and systems to enter, modify, and retrieve sensitive medical and patient-identifying information in electronic health records, scheduling systems, and reports.
• For GS-5, ability to schedule medical appointments in a clinical setting.
• For GS-5, ability to work independently while performing a wide variety of patient-support duties.
• For GS-5, ability to communicate effectively and professionally in person, electronically, and by telephone with internal and external customers.
• Must complete the application and questionnaire, required online assessment, and other required application steps.
• Subject to background and security investigation and required online onboarding.
• Must participate in the seasonal influenza vaccination program as a VA health care personnel employee.
• Must serve a one- or two-year trial period, as applicable.
• Must work varied regular and irregular tours, including weekends and holidays; may be assigned to any ward under Health Administration Service.

Nice To Haves

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

Responsibilities

• Receive unit telephone calls, record and relay messages, provide general information about visiting and office hours, and refer questions about patient status, condition, or medical/triage decisions to nursing staff.
• Coordinate with medical clinics to send inpatients for tests, pre-operative procedures, therapies, and appointments in accordance with discharge instructions and consult management.
• Receive, direct, transfer, and discharge patients; direct visitors; respond to inquiries; and refer questions about patients’ conditions to appropriate staff.
• Coordinate room assignments for admissions and transfers with nursing staff, the nursing supervisor, and the bed flow coordinator.
• Build medical charts for new admissions and prepare admission packets.
• Confirm required activities are complete before discharge and ensure follow-up appointments and consults are accurately scheduled.
• Respond to technical questions about patient rights, responsibilities, and advance directives.
• Perform unit data-entry and data-collection duties and maintain the Ward Gains and Losses log.
• Post patient appointments, therapy times, labs, and procedures at the nurses’ station.
• Perform administrative duties for the Residential Rehabilitation Treatment Program, including admissions and discharges.
• Manage the timely and appropriate scheduling and processing of consults.
• Complete Insurance Capture Buffer (ICB) entries 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 the supervisor.
• Protect confidential information and comply with applicable rules and laws, including the Privacy Act, HIPAA, and FOIA.
• Print and post current on-call rosters, emergency lists, and medical/surgical staff listings on ward boards as appropriate.
• 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.
• Follow equal-opportunity, safety, and fire-prevention requirements; report accidents and unsafe conditions; attend required training; and know and support workplace fire, emergency, and disaster plans and drills.
• Independently use judgment and initiative to resolve problems and support efficient operation of the section.

Benefits

• Federal employee benefits package; specific benefits depend on position type and should be confirmed with the hiring agency.
• Potential credit toward annual leave accrual for prior work or military service, subject to request and approval before appointment.

What This Job Offers

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