Medical Support Assistant (Ward Clerk)

Wyoming, Sheridan Sheridan USA

Vacancy expired!



The Medical Support Assistant (MSA) provides administrative and clerical support to the clinical staff on the inpatient units.


Provides in person clerical/administrative support & coordination on the assigned unit such as, but not limited to:

performing a variety of face to face receptionist, record keeper, and miscellaneous duties

planning, organizing and coordinating administrative activities of the unit;

answering technical questions and respond to other inquires on administrative issues.

routinely, accurately and courteously takes telephone messages, receives and relays incoming and outgoing telephone calls and recognizes emergent situations and makes immediate referral to clinical staff,

receives and directs patients and visitors in person, answers routine inquires and makes appropriate referral of questions concerning patients' condition;

escorts patients to the assigned room, assisting those who are incapable receives and delivers messages, flowers and gifts for patients per unit policy,

provides general information such as visiting hours, smoking policy and the services available for personal needs and informs discharging patients of follow-up appointments.

timekeeper duties for unit staff,

typing time schedules,

maintaining and/or typing meeting minutes,

maintaining policy books and miscellaneous typing assignments as needed.

Completes and rotates requisition form for replacement items

uses CPRS Scanning Software for scanning forms into the patient's record in appropriate order, assures required forms are complete and signed by clinical staff

annotates transfer, discharge, change in status, in the computer, performs clerical duties related to patient care and treatment such as coordinating or recording patient activities, or requesting medical supplies

initiates discharge papers and ensures the patient's address, phone number (including temporary address and phone numbers are included] and next of kin are accurate

Performs minimum direct patient support work including transporting patient via wheelchair or gurney, and /or accompanying ambulatory patients who need assistance, to various areas within the hospital such as clinics diagnostic areas, and treatments areas, accompanying patient to off-station facilities for special testing and /or procedures and assisting as able and needed during emergency code situations.

interprets, and acts upon doctors' orders as appropriate for his/her position such as arranging appointments in a wide variety of clinics and consultant services many of which require appropriate pre-tests, diet change, travel arrangements, etc.;

ensuring proper sequencing of appointments for tests or examinations to prevent physiological, chemical and imaging complications that may otherwise cause interference in the exam;

ensuring nursing staff is reminded of appointments/tests/exams and that appropriate transportation or escort service is arranged. Assures patients' attending physician is aware of admission.

Assists the attending physician with required documentation and submittal of forms related to patient commitment status.

Ensures that escort services and transportation are properly arranged.

Uses specific software to report patient movements, schedule appointments, and request records or test results and transcribes patient diets from GUI to Dietetic package.

Work Schedule: Full-Time

Telework: Not Authorized

Virtual: Not Authorized

FLSA: Non-Exempt

Functional Statement Title/#: Medical Support Assistant

BU Status: Bargaining Unit/Yes

Relocation / Recruitment Incentives: Not authorized

Relocation Expenses: Not authorized

Designated Drug-Testing Position: No

Financial Disclosure Report: Not required

Designated Drug-Testing Position: Applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Applicants will not be appointed to the position if a verified positive drug test result is received.

Travel Required

Occasional travel - You may be expected to travel for this position.

Supervisory status


Promotion Potential


Job family (Series)

0679 Medical Support Assistance



Conditions of Employment

You must be a U.S. Citizen to apply for this job

Designated and/or random drug testing required

Selective Service Registration is required for males born after 12/31/1959

You may be required to serve a probationary period

Subject to a background/security investigation

Must be proficient in written and spoken English

Must meet Education and Licensure requirements of the position

Travel may be required

10-2850c Application for Associated Health Occupations Required

Resume/CV required Resume : Your resume should include the following information for each job that you list: Job title; Complete Work Place Addresses; Duties (be as detailed as possible); Month and year start/end dates (e.g. June 2007 to April 2008); Full-time, part-time status (include hours worked per week).

Transcript may be required

Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations where patients receive care or who come into contact with VA patients as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased facilities. HCP include all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work at these facilities.


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/09/2019.

Basic Requirements :

Citizenship. Citizen of the United States .

Experience and Education

(1) 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

(2) Education. One year above high school; or

(3) Experience/Education Combination. Equivalent combination of experience and education are qualifying for entry level for which both education and experience are acceptable.

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 3j.


Creditable Experience

Knowledge of Current MSA Practices. To be creditable, the experience must have demonstrated the knowledge, skills, and abilities (KSAs) associated with current MSA responsibilities. Experience satisfying this requirement may be paid/non-paid employment as a MSA.

Quality of Experience . Qualifying experience must be at a level comparable to MSA experience at the next lower grade level. For all assignments above the full performance level, the higher level duties must consist of significant scope, administrative independence, complexity (difficulty) and range of variety as described in this standard at the specified grade level and be performed by the incumbent at least 25% of the time.

Part-Time Experience. Part-time experience as a MSA is creditable according to its relationship to the full-time workweek. For example, a MSA employed 20 hours a week, or on a 1/2-time basis, would receive 1 full-time workweek of credit for each 2 weeks of service.

Grade Determinations. The following criteria must be met when determining the grade of candidates.

GS-3 MSA (Entry Level)

Experience or Education. None beyond the basic requirements.

GS-4 MSA (Developmental Level)

Experience or Education. One year of experience in clerical or office work that indicates the ability to acquire the particular knowledge and skills needed to perform the duties of the position or two years of education above high school. AND

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

1. 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 complete job assignments.

2. Ability to use various types of office automation equipment and software.

3. Ability to set up, organize, and maintain record systems.

GS-05 (FULL PERFORMANCE LEVEL) Grade Requirements:

Experience or Education: One year of experience equivalent to the next lower grade level or 4 years of education above high school.

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

1. Ability to operate computerized programs and databases in order to enter, modify and retrieve sensitive information/data into or from electronic medical records, scheduling systems and/or reports.

2. Knowledge of basic medical terminology.

3. Ability to make appointments in a clinical setting.

4. Ability to work independently in the accomplishment of a wide variety of duties, including setting priorities and coordinating work.

5. Ability to communicate effectively and professionally with employees at varying grade levels.

6. Ability to identify customer's concerns, perform the tasks required to resolve the issue accurately and timely, and follow-up as necessary to ensure a satisfactory resolution.

References: The qualification standards for this position are covered by VA Handbook 5005, Part II, Appendix G45 - Medical Support Assistant Qualification Standard. This qualification standard covers the basic requirements for VHA employment as prescribed by statute in 38 U.S.C. 7402 and 7403.

The full performance level of this vacancy is GS-5. Applicants may be selected at any grade level. The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level.

Physical Requirements: See VA Directive and Handbook 5019. The responsibilities of this position include a variety of tasks, such as performing receptionist and other customer service related duties, maintaining appointment schedules for one or more assigned areas. The incumbent must screen/receive phone calls in a courteous and timely manner, and determine the nature of the requests ad provide proper information. Incumbents must be physically and mentally able to efficiently perform the essential functions of the position without hazard to themselves or others. Normal work of the position requires visual acuity (with the ability to read typewritten characters without strain, corrective lenses permitted), keen hearing, clear distinctive speech, and manual dexterity. This position requires potentially moderate levels of lifting and carrying (15-44 pounds); straight pulling, pushing (up to 4 hours); walking ,standing, and sitting for extended periods of time. While aspects of the position will be performed at a work station, the nature of responsibilities may involve environmental factors that would work both outside and inside, working closely with others, and may occasionally expose the incumbent to patients who are combative secondary to delirium, dementia, or psychiatric disorders. The incumbent must be a mature, flexible, sensible individual capable of working effectively in stressful situations, able to shift priorities based on the needs to complete assignments. Must complete annual Employee Health requirements, such as annual TB screening or testing, as a condition of employment.

Work Environment: Work is performed primarily in an office setting; adequately lighted, temperature controlled, and ventilated. Office temperatures fluctuate periodically; involves everyday risks or discomforts which require normal safety precautions typical of such places as clinics, offices, meeting and training rooms or libraries; exposure to noise and dust on occasion. The work area is adequately lighted, heated, and ventilated. The incumbent may be exposed to infected patients and contaminated materials and may be required to don protective clothing in isolation situations.

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. Note : A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.


IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

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. For further information, visit: .

Additional information

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

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

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

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.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

If you are unable to apply online view the following link for information regarding an Alternate Application .

How You Will Be Evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Your application, résumé, C.V., 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 recommend grade and HR will determine step in accordance with policy.

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.

Background checks and security clearance

Security clearance

Not Required

Drug test required


Required Documents

Required Documents

1. Resume listing work schedule, hours worked per week, full dates of employment and specific detailed duties performed. (required-all) Please see the How to Apply section at the bottom for helpful resources and training aids for applying to Federal positions.

2. 10-2850c Application for Associated Health Occupations Required must be complete and all questions that require additional explanation must be provided on a separate sheet of paper, and must be current, signed and dated on pages 3 & 4. (required-all) All licenses must be listed.

3. SF-50 or Notification of Personnel Action showing you are/were in the competitive service and the highest grade or promotion potential held. You must submit your SF-50 that shows Time-in-Grade eligibility and reflects your title, series, and grade. No award SF-50 will be accepted . ( required, if you are Current or prior Federal employee as applicable )

4. A copy of your transcripts that show the degree and date conferred. (highly recommended)

5. DD-214 , Certificate of Release or Discharge from Active Duty. Must be the Member 4 or member 2 copy of the DD-214 that shows Character of Service. (As applicable )

6. Documentation of Service-Connected disability : Service-Connected disability letter AND SF-15 Application for 10-Point Veteran Preference ( As applicable )

Failure to submit any of the required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted to support your status eligibility.

Please use this checklist to ensure you have included all documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's, documentation to support Veterans Preference or ICTAP/CTAP documentation (for displaced Federal employees).



Disability Rating letter/ Schedule A





Veterans' Preference : When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and 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 Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit .

Failure to submit any of the required documents may result in loss of consideration due to an incomplete application package. It is your responsibility to ensure all required documents have been submitted to support your status eligibility.

If you are relying on your education to meet qualification requirements:

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.



A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits .

Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Vacancy expired!

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