Advanced Medical Support Assistant (Scheduler)

Overview

Advanced Medical Support Assistant (Scheduler) at the Department of Veterans Affairs, Indianapolis VA Medical Center. The facility is hiring at multiple locations with varying tour of duties. This is an open continuous announcement; applications are accepted on an ongoing basis and qualified applicants will be considered as vacancies arise.

Responsibilities

• Assist with scheduling of veterans and their caregivers: scheduling, canceling, and re-scheduling appointments and/or clinics or consults; entering no-show information; preparing for clinic visits; verifying and updating demographics and insurance information; processing records from outside medical care; obtaining copies of form DD214 for eligibility and benefit determination. Day-to-day tasks include:
• Use VA scheduling software including the Electronic Health Record, ISS, VS GUI and Virtual Care Manager to establish patient appointments within the target date;
• Adhere to scheduling protocols and ensure appointments entered in ISS are reflected in CPRS;
• Cancel/reschedule appointments according to established protocols and document notes in CPRS;
• Patients receive a call 24-hours in advance and are reminded of scheduled appointments;
• Verify and update demographic and eligibility information in computer systems;
• Refer questions requiring immediate medical or clinical attention to the appropriate health care team member;
• Utilize reports (e.g., EARR, first-time appointment reports, consults due reports) and perform day-to-day tasks such as updating program materials, mentoring new staff, completing work orders, preparing correspondence, and supporting scheduling audits;
• Provide cross-coverage for time-sensitive administrative duties when primary staff are unavailable.

Work Environment & Scheduling

Shift: Day shift tours. Telework not available. Not a virtual position. See job announcement for PCS and other details.

Requirements

• U.S. Citizenship is required to apply.
• Selective Service Registration is required for males born after 12/31/1959.
• Proficiency in written and spoken English.
• Subject to background/security investigation; online onboarding may be required.
• Participation in the seasonal influenza vaccination program is a requirement for all VA Health Care Personnel.
• Acceptable form(s) of identification for I-9 purposes; REAL ID compliant identification will be required after May 7, 2025.

Qualifications & Basic Requirements

Qualifications: Applicants may be considered while completing education/certification requirements; all requirements must be met within 30 days of the closing date. Basic requirements include:

• United States Citizenship as noted above.
• Experience/Education alternatives for entry: six months of clerical/administrative work, or one year of education above high school, or an acceptable combination of both.
• Grade determination requires at least one year of experience at the next lower level (GS-5 or equivalent).

Knowledge, Skills, and Abilities (KSAs) include the ability to collaborate with a wide range of clinicians, set priorities, communicate effectively in multiple formats, knowledge of scheduling processes and medical terminology, and understanding of interdisciplinary care delivery and patient flow.

Notes

Education documentation must be provided if you are qualifying based on education. Education and degree recognition follow VA and U.S. Department of Education guidelines. This job is in the Excepted Service and does not confer competitive status. This opportunity may be used to fill additional vacancies.