Summary The incumbent serves as a Medical Support Assistant in VISN 2 Prosthetics and Sensory Aids Service in the VA New York/New Jersey VA Health Care Network. The incumbent performs duties related to the receipt, intake, and indexing of health and administrative information. The incumbent will interface with personal computer (PC) applications as well as numerous Vista applications and Prosthetics and Sensory Aids Service software applications Responsibilities VA Careers - Prosthetics: https://youtube.com/embed/3NUvF5jjErQ P&SA Service Support: Incumbent will work primarily at the VA Medical Center Prosthetics and Sensory Aids Service customer service office. Incumbent is responsible for receiving and directing all incoming and outgoing phone calls. Incumbent is responsible to distribute, collect and forward Prosthetic Patient Customer Service surveys. Displays and/or develops prosthetic and sensory aid informational handouts for ease of patient understanding. Incumbent advises on selected nonmedical benefits of a routine nature and refers Veterans as needed to Prosthetic Representative or Purchasing Staff. Incumbent will receive all mail. Incumbent will coordinate Prosthetic staff schedules, VA Police and parking permissions for all approved in-service requests. Incumbent composes, edits letters and/or performs various administrative functions for Chief or Assistant Chief of Prosthetics. Scheduling and Clinic Support: Incumbent is responsible for using the Prosthetic and Sensory Aids Service appointment schedule which involves scheduling patients by referral (consults), from another clinic as a walk-in, telephone requests, and inpatient hospital calls or prior to discharge if needed. Incumbent will review patient's record, schedule patient for appointment if appropriate, and keep listing of backorder items. Incumbent is responsible for reviewing the daily schedule to identify those patients failing to report for clinic appointment. Incumbent is responsible for reviewing the daily VISTA mail system to determine those patients that have requested cancellation or reschedule of appointments. Incumbent is responsible to contact patients to reschedule missed appointments. Incumbent reschedules clinics that are canceled and prepares notices for patients on initial or rescheduled appointments. Incumbent is responsible for scheduling appointments for clinics conducted by Prosthetic practitioners. Incumbent reviews delayed order report (DOR) and distributes consults, when necessary to appropriate practitioners for continued review/action. Purchasing Support: Incumbent performs purchasing activity as needed and reviews daily alerts to ensure timely response and action. Utilizing prosthetic purchasing screens will identify by looking up the purchase order, the purchase agents to provide incoming invoices and distribute accordingly. As necessary, they will notify Prosthetic Purchase Staff when Veterans request either by phone or in person prosthetic items. Work Schedule: Monday-Friday 0800-1430 Virtual: This is not a virtual position. Functional Statement #: 21K60-A 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. 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. Must pass pre-employment physical examination. 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: United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy. Experience and Education: Experience: Six months experience of clerical, office, customer service, or other administrative 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 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 3.j. 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). Grade Determinations: In addition to the basic requirements for employment the following criteria must be met when determining the grade of candidates: One year of experience equivalent to the GS-5 grade level. Demonstrated Knowledge, Skills, and Abilities. Candidates must demonstrate all of the KSAs below: 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. Ability to independently set priorities and organize work to meet deadlines, ensuring compliance with established processes, policies, and regulations. Ability to communicate tactfully and effectively, electronically, by phone, in person, and in writing, with internal and external customers. This may include preparing reports in various formats and presenting data to various organizational levels, as well as resolving patient concerns. 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. 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. Advanced knowledge of medical terminology due to the technical nature of language utilized by clinicians. Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/. The full performance level of this vacancy is GS06. Physical Requirements: Work is sedentary but also demands standing, walking, bending, twisting, and carrying light items. Pre-placement and periodic physical examinations are required for hybrid occupations to ensure workers are placed in positions where they can perform the essential functions of their job including their physical, mental and emotional capacities, without endangering their health or the health of their co-workers. See VA Directive and Handbook 5019. 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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. This job opportunity announcement may be used to fill additional vacancies. 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. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.
