Advanced Medical Support Assistant Job in San Francisco, CA

Summary

This job is open to

• Internal to an agency

  Current federal employees of the hiring agency that posted the job announcement.

Duties

The Advanced MSA for Mental Health Service enters, manipulates, and retrieves information and data from the Vista and other clinical information systems as appropriate to the area assigned. They schedule and coordinate appointments for patients with various clinics, ensuring all treatment requested by the clinicians have been scheduled, and rescheduling appointments when necessary.

• Coordinates the scheduling to avoid conflicts in different clinic schedules.
• Ensures appointments are timely and in accordance with physicians and clinician's requests.
• Ensures preappointment letters and three follow reminder appointment calls are made as the action plan to address the Missed Opportunity Performance Measure for Mental Health Service.
• Receives telephonic requests for information and transmits requests to the appropriate physician and/or clinician.
• Assists clinic administrator and other personnel with workload accountability information such as the Encounter Action Required Reports, and Electronic Waitlists.
• Responsible for answering calls received and are professional, courteous, and tactful in nature, and that responses given are appropriate.
• Responsible for developing, maintaining and monitoring standards for appropriate responses to patient requests for assistance.
• Ensures staff is knowledgeable of the services provided and are prepared to furnish information such as: telephone numbers, locations of offices and personnel and clinic hours of operation.
• Receives patients via telephone calls and visitors to clinics, as the initial point of contact, ascertaining the nature of the call or visit, obtaining identifying information, and determining the nature and urgency of the patient's request.
• Applies clinic guidelines concerning release of patient information.
• Interviews new patients to the clinic, determining nature of visit and providing information on appointment, clinic hours, and services. Refers urgent messages and patient results for immediate actions.

• Provides information regarding unit, clinic and hospital policies, procedures, and locations to patients, family members, staff, etc., or refers to other resources for difficult questions or concerns.
• Monitors and communicates delays in scheduled appointments to the appropriate staff and patients.
• Attempts to resolve complaints of a local administrative nature and refers other complaints to appropriate authorities.
• Responsible for the clerical duties inherent in the admission, care and discharge of inpatients or the in processing, care and out-processing, of outpatients and guests.
• Reconciles end-of-shift/end-of-day processing and reports such as documentation of daily no-shows and cancelled appointments.
• As required types routine correspondence, progress reports, memorandum and statistical reports using VISTA and Excel.
• May perform various duties in making arrangements for travel.
• Maintains the space utilization calendar for staff, scheduling and preventing double booking of clinical space for patient care based on staff schedules for the day and during leave of absence.
• Maintains all patients' records, either electronic or paper, according to regulation insuring each entry contains proper patient and health care proper identification.
• Performs duties as a timekeeper and will provide administrative assistance with Engineering work orders and non-ADPAC related computer work orders.

Requirements

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.
• 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. 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 dentification 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).
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details.

How You Will Be Evaluated

Required Documents

How to Apply

All applicants are encouraged to apply online. To apply for this position, you must complete the full questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 05/15/2025 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12723238.

1. To begin, click Apply Online to create a USAJOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
2. Click Submit My Answers to submit your application package.

Next steps

Once your online application is submitted you will receive a confirmation notification by email. 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. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. 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 USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.

NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP 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 medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.