Veteran Health Administration Advanced Medical Support Assistant in Houston, Texas

Announcement Number: JP-16-GBA-1797986-BU

Department: Department Of Veterans Affairs

Agency: Veterans Affairs, Veterans Health Administration

Position Info: Full Time

Location(s): Houston, TX

Open Period: 2016-09-09 to 2016-09-19

OverviewWho May Apply

This position is open only to permanent employees of the Michael E. DeBakey VA Medical Center (MEDVAMC), its outpatient clinics, and the Houston National Cemetery (to include Houston VBA employees; O/I&T, Vet Center, and VISN 16 Contracting employees serviced by the MEDVAMC; and MEDVAMC VCS employees permanently employed for at least 90 days). If you do not meet this area of consideration, you will not be considered for this position.

Appointment Duration

Agency Employees Only

Job Status

Full Time

Agency Marketing Statement

Vacancy Identification Number (VIN): 1797986

Job Summary

OUR MISSION: To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans.

As a VA professional, your opportunities are endless. Not only is it the largest, most technologically advanced integrated health care system in the Nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries. VA professionals feel good about their careers and their ability to balance work and home life. VA offers generous paid time off and a variety of predictable and flexible scheduling opportunities. For more information on the Department of Veterans Affairs, go to

VA encourages persons with disabilities to apply. The health related positions in VA are covered by Title 38, and are not covered by the Schedule A excepted appointment authority.

Key Requirements

  • Open to current permanent MEDVAMC employees only (see note)

  • Must include most current SF-50 (Non-Award)

  • Must submit VA Form 10-2850c - Application for Associated Health

DutiesMajor Duties

NOTE: This position is open only to permanent employees of the Michael E. DeBakey VA Medical Center (MEDVAMC), its outpatient clinics, and the Houston National Cemetery (to include Houston VBA employees; O/I&T, Vet Center, and VISN 16 Contracting employees serviced by the MEDVAMC; and MEDVAMC VCS employees permanently employed for at least 90 days). If you do not meet this area of consideration, you will not be considered for this position.

This position is located at the Michael E. DeBakey VA Medical Center in the Eye Care Line. As front line contact with patients and staff in the Eye Clinic, the incumbent sets the tone for perception concerning quality of healthcare services at the VA. A high degree of tact and diplomacy is required when dealing with veterans who have multiple health problems and who may be frustrated with the administrative process associated with diagnosis and treatment. A caring, compassionate and sensitive manner is essential when explaining procedures to veterans and their family members both in person and on the phone. This is especially important when working in the Eye Clinic. Tact, diplomacy, courtesy and respect are required when dealing with Veterans.

· Incumbent must have the ability adapt to varying situations that are present in an outpatient clinic setting as well as be willing to learn new technologies, procedures, and policies.

· Incumbent must have the ability to effectively and consistently communicate with all internal and external customers in a respectful and courteous manner.

· Incumbent must follow their supervisory chain-of-command at all times.

· Incumbent must 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.

· The incumbent performs a variety of clerical duties for the Eye Clinic.

· The incumbent must have thorough knowledge of clinic procedures and regulations; basic medical terminology, and Microsoft applications to accurately enter or extract information.

· The incumbent performs a variety of clerical duties in one or more outpatient clinics that provide a variety of medical services.

· The incumbent must be an expert in basic administrative policies and procedures dealing with outpatient scheduling or other administrative topics; incumbent must be able to relay this information/knowledge to medical staff within the outpatient clinic setting.

· The incumbent must be conscientious regarding the confidentiality of the variety of material that will be handled.

· The position requires a practical knowledge of an extensive body of the organization's rules and regulations governing confidentiality.

· The incumbent must abide by federal privacy and confidentiality regulations, and exhibit ethical conduct all times.

· The incumbent must be knowledgeable regarding eligibility for VA medical care, priorities for care, release of information (ROI) and the Medical Fee Basis programs.

· The incumbent provides administrative support to Physicians, Physician's Assistants, Nurses, Advanced Registered Nurse Practitioners, Dietitians, Social Workers, and other administrative and professional staff throughout the VAMC Houston Eye Clinic.

· Incumbent must have a knowledge and expertise of enrollment, eligibility and beneficiary travel.

· Incumbent must use each interaction with the patient to validate and update patient demographic information, either in person during check-in or over the phone, to provide patient safety and to decrease the incidence of returned mail due to incorrect addresses and inability to contact patient by phone due to incorrect number.

· Incumbent must be able to understand and communicate the requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities. Incumbent must schedule appointments accurately and in a timely manner.

· Incumbent must ensure all appointments are made with the patient's input (patient's Desired Date) either in person or by phone. Incumbent must ensure that all patients cancelled by service/clinic cancellation requests are contacted regarding the cancellation and the patient rescheduled in a timely and accurate manner.

· The incumbent must recognize, assist and report emergent and non-emergent situations.

· Incumbent must ensure daily review of the active consult list and Recall Reminder Delinquency list.

· Incumbent must be able to comprehend and accurately schedule outpatient specialty consults as assigned by supervisor.

Work Schedule:Monday - Friday 7:30am - 4pm

Functional Statement Title/#: Advanced Medical Support Assistant 679-6

Qualifications And EvaluationQualifications


·U.S. citizenship.

·Experience. Six months experience of clerical, office or other 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.


GS-6: One year of experience equivalent to the GS-5 level.

Examples of specialized experience may include, but are not limited to:

  • scheduling appointments, including interpreting and verifying provider orders;

  • scheduling, canceling, re-scheduling patients' 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 facilties;

  • performing basic eligibility, co-pays and preauthorization requirements for specific coverage (i.e., TRICARE, sharing agreements, etc.)

In addition to the basic requirements, candidates must demonstrate the following Knowledge, Skills and Abilities:

  1. Ability to collaborate, communicate, set priorities, and organize the work in order to meet deadlines, ensuring compliance with established processes, policies, and regulations.

2. Ability to communicate tactfully and effectively, both orally and in writing, in order to meet program objectives. This may include preparing reports in various formats and presenting data to various organizational levels.

  1. Advanced knowledge of the technical health care process as it relates to access to care.

  2. Advanced knowledge of managing a clinic. This includes independently utilizing reference sources, decision making, and empowering the team to collaborate and resolve problems within a complex systems environment.

  3. Advanced knowledge of policies and procedures associated with operational activities that affect the patient flow, patient care, and the revenue process.

  4. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.You will receive credit for all qualifying experience, including volunteer experience.

References:VA Handbook 5005/53, Part II, Appendix G45, Medical Support Assistant Qualification Standard dated June 7, 2012.This can be found in the local Human Resources Office.


Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.


PHYSICAL REQUIREMENTS: Light lifting, under 15 pounds; light carrying, under 15 pounds; use of fingers; both hands required; near vision correctable at 13" to 16" to Jaeger 1 to 4; far vision correctable in one eye to 20/20 and to 20/40 in the other; hearing (aid permitted), mental and emotional stability.



Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.

NOTE: The Professional Standards Board (a peer-review group) will review the selected candidate’s education and experience and recommend the grade and salary at which the candidate will be placed. For internal selectees eligible for promotion, the board will determine grade and HR will determine step in accordance with policy.

How To Apply InformationHow To Apply

All applicants are encouraged to apply online.

To apply for this position, you must complete the View Occupational Questionnaire and submit the documentation specified in the Required Documents section below.

The complete application package must be submitted by 11:59 PM (EST) on Monday, September 19, 2016 to receive consideration.

  1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USAJOBS resume and/or other supporting documents and complete the occupational questionnaire.

  2. 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.

To verify your application is complete,log into your USAJOBS account,, select the Application Status link and then select the more information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process.

To return to an incomplete application, log into your USAJOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USAJOBS account or your application will be incomplete.

Required Documents

All applicants are required to submit the following supporting document type(s): ·Other (VA Form 10-2850c Application for Associated Health Occupations) ·Resume ·SF-50

Applicants may also submit the following supporting document type(s),which may not be required for all applicants:

·Cover Letter ·Transcript

VA Form 10-2850c - Application for Associated Health Occupations (required). Available at the VA Forms website:

Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.

Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference on the Occupational Questionnaire in the section provided and provide a legible copy of your DD214(s) and/or documentation related to your active duty service which shows dates of service, character of service (honorable, general, etc.), or dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veterans Preference" with required proof as stated on the form. For more information, please visit

Faxing Applications or Supporting Documents: You are encouraged to apply online. Applying online will allow you to review and track the status of your application. If you are unable to apply online or unable to upload your supporting documents to your online application, follow the directions located at the following site: Fax Options. The Vacancy ID of the job opportunity announcement is 1797986.

NOTE: If you applied online and your application is complete, do not fax the paper application (1203-FX) as this will overwrite your prior online responses and may result in you being found ineligible.

What To Expect Next

After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. During our review, if your résumé and application package do not support your questionnaire answers, we will adjust your rating accordingly. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

You may check the status of your application at any time by logging into your USAJOBS account and clicking on “Application Status.” For a more detailed update of your status, click on “more information.” Information regarding applicant notification points can be found in the USAJobs Resource Center.

Benefits And Other InformationBenefits

VA offers a comprehensive benefits package. This link provides is an overview of the benefits currently offered:

Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.

Other Information

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

This job opportunity announcement may be used to fill additional vacancies.

This position is in the Excepted Service and does not confer competitive status.