Department: Department of Veterans Affairs
Agency: Veterans Health Administration
Announcement: CBSW-13087781-27-NJ
Pay grade: GS 6
Closes: Dec 23, 2026
Open to: Open to the public

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo

Total Rewards of a Allied Health Professional

The duties related to this position include but are not limited to the following:

• Responsible for scheduling appointments, including interpreting and verifying provider orders in accordance with VHA national scheduling guidelines, scheduling, canceling, re-scheduling patient's appointments and/or consults; entering no-show information; monitoring the electronic wait list; preparing for clinic visits; monitoring both inpatient and outpatient appointments for areas of responsibility, ensuring encounter forms are completed in order to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals.
• Assist with clinic access contingency plans by adjusting appointment times, location or dates as well as shift patients to other healthcare providers as conflict with staffing and/or coverage occurs.
• Cognizant of the many tasks required in performance of their respective roles and be attentive to detail and precise in the gathering and recording of information pertinent to the activities with which they are involved.
• Interpret a variety of provider's orders, referrals, specific allergies, and other patient administrative activities such as Means Testing, demographic updates, Beneficiary Travel benefit determination.
• Support patient safety standards using the correct VA identification of all patients through the use of two forms of identification, name and full Social Security Number and/date of birth.
• Able to interact with patients to validate and update demographic information, in person during check-in or over the phone.
• Contribute to the revenue collection process by identifying patients with third party insurance and updates insurance information in ICB, the success of their efforts directly impacts facility funding.
• Independently perform work in conformance with all directives, regulations, and VA policies to contribute and assist in attaining Business Office goals, develop and maintain open communications with others and work well as a team member to master the position and provide good customer service to internal and external stakeholders.
• Screen/receive phone calls in a courteous and timely manner, determine the nature of requests and provide the information desired using privacy rules and established clinic processes.
• Knowledge of basic eligibility for medical care to include priorities for care, basic guidelines for Beneficiary travel, the Release of Information (ROI) process and the Non-VA Care program is necessary to provide guidance and correct information to veterans.
• Able to interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities:
  • a. Schedule appointments and utilize the Electronic Waiting List (EWL) accurately in a timely manner.
  • b. Notify supervisor when clinic access is less than desirable or if a patient cannot be scheduled within mandated clinic timeframes.
  • c. Conducts daily review of active/pending consults, Electronic Wait List, Recall list and Audio Care communications for accuracy and disposition.
• Able to independently manage position responsibilities with little supervision as well as set priorities and deadlines adjusting the flow and sequencing of the work to meet team and patient needs and complete the myriad of administrative tasks required of them.

Work Schedule: Monday through Friday, 0730am to 4pm
Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
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)Selected applicants may qualify for credit toward annual leave accrual, based on prior [work experience] or military service experience.
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: Ad hoc may be authorized at Supervisory discretion.
Virtual: This is not a virtual position. Onsite requirement.
Functional Statement #:09510F
Permanent Change of Station (PCS): Not Authorized

Conditions of employment

• 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.
• Subject to background/security investigation.
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

Applicants pending the completion of educational or certification/licensure requirements may be referred and tentatively selected but may not be hired until all requirements are met.

Basic Requirements:

A. United States Citizenship: Be a citizen of the United States (U.S.). Non-citizens may be appointed when it is not possible to recruit qualified citizens according to 38 U.S.C. § 7407(a).

B. Experience: None

C. Education.

• High School diploma
• General Education Development equivalency certificate
• Proficiency Certificate from a State or territorial-level Board or Department of Education

D. English Language Proficiency. Candidates must be proficient in spoken and written English in accordance with 38 U.S.C. § 7403(f).

E. Grandfathering Provision. May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

F. 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.

G. Grade Determination:Experience. One year of experience equivalent to the GS-5 grade level.

Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below:

• i. Advanced knowledge of the technical health care process (including, but not limited to, scheduling across interdisciplinary coordinated care delivery and/or care in the community models and patient health care portals) as it relates to access to care.
• ii. Advanced knowledge of policies and procedures associated with interdisciplinary coordinated care delivery and/or care in the community operational activities that affect patient flow, and patient support care administrative functions to include, but not limited to appointment cycles, outside patient referrals, follow-up care, overbooking, provider availability, etc.
• iii. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians.
• iv. Ability to collaborate and communicate with a wide range of medical clinicians across multiple disciplines (e.g., medical doctors, nurse practitioners, physician assistants, psychologists, psychiatrists, social workers, clinical pharmacists, and nursing staff) to accomplish team goal setting to ensure medical care to patients is met.
• v. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations.
• vi. Ability to communicate tactfully and effectively, electronically, by phone, in person, and in writing, with internal and external customers.

H. References: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The full performance level of this vacancy is GS-06. The actual grade at which an applicant may be selected for this vacancy is in the range is GS-06.

Physical Requirements: See VA Directive and Handbook 5019, Employee Occupational Health Service for requirements.