Advanced Medical Support Assistant (Scheduler)

Overview

Advanced Medical Support Assistant (Scheduler) – U.S. Department of Veterans Affairs, Indianapolis VA Medical Center. This is an open continuous announcement. We accept applications on an ongoing basis; qualified applicants will be considered as vacancies become available. The Indianapolis VA Medical Center is hiring at multiple locations with varying tour of duties.

Responsibilities

• The Advanced MSA supports the Facility Wide with ongoing management of contacting veterans and their caregivers for scheduling, canceling, and re-scheduling appointments and/or consults; entering no-show information; preparing for clinic visits; verifying and updating demographics and insurance information; processing records from outside medical care, and obtaining copies of form DD214 (Report of Military Separation) as needed for eligibility and benefit determination.
• Knowledgeably utilizes VA scheduling software including the Electronic Health Record, ISS, VS GUI and Virtual Care Manager in establishing patient appointments within the appropriate desired date.
• Adheres to scheduling protocol on patient outreach attempts and ensures appointments entered in ISS are accurately reflected in CPRS.
• Appointments are cancelled/rescheduled according to established protocols and informational note is entered in CPRS.
• Patients receive a call 24-hours in advance and are reminded of scheduled appointments.
• Verifies and updates demographic and eligibility information in computer systems.
• Refers all questions requiring immediate medical or clinical attention to the appropriate health care team member.

Additional day-to-day tasks include, but may not be limited to:

• Assists in the update, development, and maintenance of program materials, packets, and other printed materials.
• Assists with the orientation/on the job training of new staff.
• Completes work orders and contacts appropriate staff when requested to support the environment of care.
• Prepares correspondence to support the administrative functions of the assigned team; all correspondence is neatly formatted and checked for appropriate spelling and grammar; all documents are the current version; outgoing Certified mail meets USPS standards.
• Participates in scheduling/phone audits and reviews to ensure effective scheduling practices.
• May have other administrative duties assigned.

The incumbent provides support for the Health Administration Service and is cross-trained in many of the specific job functions of other support staff performing duties such as resulting consults, scanning, and providing front desk coverage. This versatility enables cross coverage for time-sensitive administrative duties when primary staff are unavailable.

Work Schedule

Days shift tours. Telework: Not Available. Virtual: This is not a virtual position. Compressed/Flexible: Not available.

Conditions and Benefits

• Permanent Change of Station (PCS): Not Authorized.
• Financial Disclosure Report: Not required.
• Recruitment Incentive: Not Authorized.
• Paid Time Off: 37-50 days of annual paid time off per year (13-26 days annual leave, 13 days sick leave, 11 federal holidays).
• Parental Leave: Up to 12 weeks of paid parental leave after 12 months of employment.
• Child Care Subsidy: Eligible for subsidy up to 25% of childcare costs after 60 days of employment for eligible families under certain income limits.
• Retirement: Traditional federal pension with 5 years vesting and federal 401K with up to 5% in VA contributions.
• Insurance: Federal health/vision/dental/term life/long-term care.

Requirements

Conditions of employment and basic requirements:

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• You may be required to serve a probationary period.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Acceptable form(s) of identification will be required to complete pre-employment requirements (I-9); effective May 7, 2025, REAL ID compliant IDs are required for employment eligibility.
• Complete all application requirements as detailed in the Required Documents section.
• Probationary period will be served to determine continued employment; performance and agency needs influence continuation.
• Education and the transcript submission requirements apply if you are basing qualifications on education.

Qualifications Note: Applicants pending completion of education or certification requirements may be referred and tentatively selected but must meet all requirements within 30 days of the closing date.

Basic Requirements:

• United States Citizenship: Required. Non-citizens may be appointed when qualified citizens are not available per VA policy.
• Experience and Education options: six months clerical/administrative work OR one year of college education OR a combination thereof.

Grade Determination: In addition to basic requirements, at least one year of experience at or equivalent to GS-5 level is required or demonstrated knowledge, skills, and abilities (KSAs) as described in the job posting.

KSAs include the ability to collaborate with clinicians, prioritize and organize work, communicate effectively with internal and external customers, and advanced knowledge of health care processes and terminology related to scheduling and patient flow.

Other information:

• Reference: For more information, visit va.gov/ohrm/QualificationStandards. Grandfathering provisions may apply for current VA employees.
• Physical requirements: Sedentary work with occasional walking or carrying light items.
• Education: A transcript is required if education is used to meet qualifications.
• Additional information on benefits and eligibility is provided in the posting.

Job details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Health Care Provider
• Industries: Hospitals and Health Care

This job opportunity announcement may be used to fill additional vacancies. VA encourages persons with disabilities to apply. If you are unable to apply online, contact the agency for alternate submission methods.