Medical Support Assistant

Veterans Health Administration • Baltimore, MD

8d • Onsite

About The Position

The Medical Support Assistant, also known as an Inpatient Ward Clerk, works in Health Administration Service and provides administrative support to the section. The position supports inpatient care through patient reception and movement, appointment and consult coordination, medical-record and order processing, data entry, and communication with patients, visitors, and clinical staff. The incumbent may work on any ward under HAS and performs duties independently, subject to supervision and auditing for compliance with VA requirements and local policies.

The position requires handling confidential information and applying organizational rules and regulations, including the Privacy Act, HIPAA, and FOIA. The incumbent also supports safety and emergency preparedness, maintains ward office equipment and supplies, and may work regular or irregular tours, including weekends and holidays. The work schedule varies and will be discussed at the interview. Telework is not available, and the position is not virtual.

Requirements

• U.S. citizenship is required, with an exception for non-citizens when qualified citizens cannot be recruited under applicable VA policy.
• High school diploma, GED equivalency certificate, or state- or territorial-level proficiency certificate.
• Proficiency in written and spoken English.
• No prior experience is required for the basic requirements; grade-level eligibility may be based on qualifying experience or education.
• For GS-04, one year of qualifying experience equivalent to GS-03 or one year of education above high school; applicable knowledge of basic medical terminology, patient-message recording and physician requests, courteous communication, and office automation systems is required.
• For GS-05, one year of qualifying experience equivalent to GS-04 or two years of education above high school; applicable advanced medical terminology, customer service, computerized medical and scheduling systems, appointment scheduling, independent patient-support work, and professional communication skills are required.
• Must complete the application and questionnaire, online assessment, required onboarding, and required application documentation.
• Subject to background and security investigation.
• Males born after December 31, 1959, must meet Selective Service registration requirements.
• Participation in the seasonal influenza vaccination program is required for VA health care personnel.
• 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 the Privacy Act, HIPAA, and FOIA.
• Must comply with safety and fire-prevention requirements and participate in applicable training and emergency preparedness activities.
• Must be available to work regular and irregular tours, including weekends and holidays, and may be assigned to any ward under HAS.

Nice To Haves

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

Responsibilities

• Answer unit telephone calls, record and relay messages to appropriate staff, and provide general information about visiting hours, office hours, and staff availability.
• Refer questions about patient status, condition, or medical and triage determinations to nursing staff.
• Coordinate with medical clinics to arrange required tests, pre-operative procedures, therapies, and appointments based on discharge instructions or consult management.
• Receive, direct, transfer, and discharge patients; receive and direct visitors; respond to routine, abrupt, and emergent inquiries; and refer questions about patient conditions appropriately.
• Coordinate room assignments for admissions and transfers with nursing staff, the nursing staff supervisor, and the bed flow coordinator.
• Build medical charts for new admissions and prepare admission packets.
• Ensure required activities are completed before discharge and accurately schedule follow-up appointments and consults.
• Respond to technical questions about patient rights, responsibilities, and advance directives.
• Perform data entry and collection duties, maintain the Ward Gains and Losses log, and post appointments, therapy times, labs, and procedures on nurses' station boards.
• Perform administrative duties for the Residential Rehabilitation Treatment Program, including admissions and discharges.
• Manage and ensure timely, appropriate scheduling and processing of consults.
• Complete Insurance Capture Buffer entries in accordance with local and national measures.
• Electronically verify doctors' orders and alert staff about time-critical medications, labs, x-rays, and EKGs.
• Transcribe doctors' handwritten or electronic 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.
• Handle confidential information in accordance with applicable rules and regulations, including the Privacy Act, HIPAA, and FOIA.
• Print and post current on-call rosters, emergency lists, and medical and surgical staff listings on ward boards.
• Ensure ward printers, telephones, fax machines, copiers, document scanners, and shredders are operational and supplied.
• Assist Eligibility and Enrollment management with data validation.
• Follow Equal Opportunity Program provisions and comply with safety and fire-prevention rules, use required protective equipment, report accidents and unsafe conditions, attend safety training, and know applicable fire, emergency, and disaster plans and drills.

Benefits

• Federal employees and their families have access to a comprehensive benefits package.
• Selected applicants may be eligible for credit toward annual leave accrual based on prior 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