Medical Support Assistant

Medical Support Assistant

Department: Department of Veterans Affairs

Location(s): Fargo, North Dakota

Salary Range: $36103 - $52426 Per Year

Job Summary: Medical Support Assistant Performs clerical and administrative support in the coordination, care, and treatment provided to patients throughout the VA Community Care processes in the Fargo VA Health Care System (VAHCS), including all Community Based Outpatient Clinics (CBOCs). The 2-page Resume requirement does not apply to this occupational series. For more information, refer to Required Documents below.

Major Duties:

• VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Total Rewards of a Allied Health Professional Duties include, but are not limited to: The MSA independently performs a full range of duties {related to the delivery of healthcare services in an outpatient setting. Advises clinical staff on current administrative processes.} The MSA is responsible for answering phones, greeting patients, relaying messages to appropriate staff inside or outside the unit, scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines and community care processes. Assignments at this level include, but are not limited to: scheduling, canceling, rescheduling patient appointments and/or consults; entering no show information; monitoring appointment requests from multiple electronic sources; participating in huddles with other MSAs and/or VACC staff to determine the daily needs of the team, monitoring outpatient appointments in areas of responsibility; verifying and updating demographics and insurance information when patients opt in for community care. Coordinates administrative functions relating to emergency and non-emergency transfers to other VA facilities or provicate hospitals and determines appointment type based on the patients eligibility status. The MSA ensures the integrity of various databases, and data used in the management of administrative and customer service within the department. The MSA understands and and appropriately utilizes the administrative support packages, to include but not limited to: Computerized Patient Record System (CPRS), Fee Basic Claims Systems (FBCS), REFDOCS, ROI, VA Online Scheduling (VAOS), Community Viewer (CV), VSE, Vista, Contractor portal, PPMS, HSRM. He/she is responsible for scheduling appointments, including interpreting and verifying provider orders in accordance with VA Community Care Guidebook and process guides. Independently recognizes the urgency of the consults and schedules care in accordance. Assignments include, but are not limited to: scheduling, rescheduling patient consults, and monitoring processes related to purchased community care. Accurately schedules the full spectrum of medical care including but is not limited to outpatient appointments, outpatient procedures, inpatient surgery, lab tests and imaging throughout all specialties. Communicate to the patient and pre-appointment requirements or instructions. Clearly communicate appointment care details to the patient or family. Communicate to the PACT Provider or Nurse if instructions are of nature that clinical review is required to determine appropriateness for the patient. Identify and communicate patient concerns or needs recognized during communications regarding upcoming Community Care appointments and referral processing. Utilizes consult status to support accurate record of the status of the consult as it moves through the process from approval for Community Care to the point that correct results are attached to the consult. Collaborates, communicates, set priorities and organize the work to assist the team in meeting deadlines ensuring compliance with established processes, policies and regulations. Incumbent collaborates with the VA Community Care RNs when a consult requires clinical guidance during the scheduling process. Communicates information between community providers and VA interdisciplinary team timely and clearly to facilitate timely access to care. Informs VA Provider of care that cannot be scheduled within his/her recommended time frame and assists provider as needed in identifying alternate location or option to access care timely for the patient. Work Schedule: Full-time; Monday-Friday, 8-430 CST Recruitment Incentive (Sign-on Bonus): Not authorized Permanent Change of Station (Relocation Assistance): Not authorized Pay: Competitive salary and regular salary increases Paid Time Off: 37-50 days of annual paid time offer per year (13-26 days of annual leave, 13 days of sick leave, 11 paid Federal holidays per year) Parental Leave: After 12 months of employment, up to 12 weeks of paid parental leave in connection with the birth, adoption, or foster care placement of a child. Child Care Subsidy: After 60 days of employment, full time employees with a total family income below $144,000 may be eligible for a childcare subsidy up to 25% of total eligible childcare costs for eligible children up to the monthly maximum of $416.66. Retirement: Traditional federal pension (5 years vesting) and federal 401K with up to 5% in contributions by VA Insurance: Federal health/vision/dental/term life/long-term care (many federal insurance programs can be carried into retirement) Telework: Not available Virtual: This is not a virtual position. Functional Statement #: 000000

Qualifications: All requirements must be met by the close date of this announcement, 12/15/2025. Basic Requirements: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Experience and Education: Experience. Six months experience of clerical, office, customer service, or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR, Education. One year above high school; OR, Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable. Foreign Education: To be creditable, education completed outside the U.S. must have been submitted to a private organization that specializes in the interpretation of foreign educational credentials and such education must have been deemed at least equivalent to that gained in conventional U.S. programs. English Language Proficiency. MSAs must be proficient in spoken and written English in accordance with VA Handbook 5005, Part II, Chapter 3, Section A, paragraph 3.j. Grade Determinations: GS-3 Medical Support Assistant Experience or Education: None beyond the basic requirements. AND Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate all of the KSAs below: i. Ability to meet, communicate, and interact with individuals in a courteous and helpful manner in order to give instructions and arrange appointments. ii. Ability to utilize computer systems to enter administrative data in patient systems. iii. Ability to learn and utilize basic medical terminology to record patient messages and physician requests pertaining to follow-up medical care. GS-4 Medical Support Assistant Experience: One year of experience in clerical, office, customer service, or other administrative work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position; OR Education: Two years of education above high school. AND Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate all of the KSAs below: i. Ability to meet, communicate, and interact with individuals from varying backgrounds and other health care team members in a courteous and helpful manner in order to facilitate medical care for patients. ii. Ability to use, and navigate between, various types of office automation equipment and software (i.e. computer systems, web based scheduling programs; insurance collection system; scanning software, multiple line phone systems; electronic faxing programs) to support patient care. iii. Knowledge of basic medical terminology to assist in the provision of care to patients. iv. Skill in recording patient messages and understanding physician requests pertaining to follow-up medical care in internal or external clinics. GS-5 Medical Support Assistant Experience: One year of experience equivalent to the GS-4 grade level; OR Education: Four years of education above high school. AND Demonstrated Knowledge, Skills, and Abilities: Candidates must demonstrate all of the KSAs below: i. Ability to operate computerized programs and systems in order to enter, modify, and retrieve sensitive medical and patient identifying information (PII) into or from electronic health records, scheduling systems, and/or reports. ii. Advanced knowledge of medical terminology specific to understand medical diagnosis and procedures sufficient to communicate clinical staff instructions to patients. iii. Ability to schedule medical appointments in a clinical setting. iv. Ability to work independently in the accomplishment of a wide variety of duties performing patient support work. v. Ability to communicate effectively and professionally in person, electronically, and/or by telephone, with internal and external customers. vi. Skill in customer service with the ability to identify customer concerns, and refer to the appropriate staff, as necessary, to ensure a satisfactory resolution. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS-5. The actual grade at which an applicant may be selected for this vacancy is in the range of GS-3 to GS-5. Physical Requirements: You will be asked to participate in a pre-employment examination or evaluation as part of the pre-employment process for this position. Questions about physical demands or environmental factors may be addressed at the time of evaluation or examination. The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

How to Apply: All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 12/15/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12846068. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire. Click Submit My Answers to submit your application package. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.

Application Deadline: 2025-12-15