Advanced Medical Support Assistant (Scheduler)

The Department of Veterans Affairs, Indianapolis VA Medical Center is seeking motivated individuals to join their team to serve as an Advanced Medical Support Assistant. The Indianapolis VA Medical Center is hiring at multiple locations with varying tour of duties. This is an open continuous announcement. We accept applications on an ongoing basis; qualified applicants will be considered as vacancies become available. You may be referred and contacted by multiple departments and locations. VA Careers - Medical Support Assistant: The Advanced MSA supports the Facility Wide with ongoing management of contacting veterans and their caregivers for scheduling, canceling, and re-scheduling appointments and/or consults; entering no-show information; preparing for clinic visits; verifying and updating demographics and insurance information; processing records from outside medical care, and obtaining copies of form DD214 (Report of Military Separation) as needed for eligibility and benefit determination. Day to day tasks include, but may not be limited to: a. Knowledgeably utilizes VA scheduling software including the Electronic Health Record, ISS, VS GUI and Virtual Care Manager in establishing patient appointments within the appropriate desired date. b. Adheres to scheduling protocol on patient outreach attempts and ensures appointments entered in ISS are accurately reflected in CPRS. c. Appointments are cancelled/rescheduled according to established protocols and informational note is entered in CPRS. d. Patients receive a call 24-hours in advance and are reminded of scheduled appointments. e. Verifies and updates demographic and eligibility information in computer systems. f. Refers all questions requiring immediate medical or clinical attention to the appropriate health care team member. The incumbent utilizes various reports to complete assigned tasks, such as EARR (Error Action Required report), 1st time appointment reports, consults due reports, and other national, VISN, and locally developed reports. Additional day to day tasks includes, but may not be limited to: a. Assists in the update, development, and maintenance of program materials, packets, and other printed materials. b. Assists with the orientation/on the job training of new staff. c. Completes work orders and contacts appropriate staff when requested to support the environment of care. d. Prepares correspondence to support the administrative functions of the assigned team; all correspondence is neatly formatted and checked for appropriate spelling and grammar, all documents are the current version, and outgoing Certified mail meets USPS standards. e. Participates in scheduling/phone audits and reviews to ensure effective scheduling practices. f. May have other administrative duties assigned, including but not limited to records management The incumbent provides support for the Health Administration Service and also cross trained in many of the specific job functions of other support staff performing duties such as resulting consults, scanning, and providing front desk coverage. This versatility enables the incumbent to provide cross coverage for time sensitive administrative duties needing completion when those staff with primary responsibility are unavailable. Work Schedule: Days Shift Tours Compressed/Flexible: Not available Telework: Not Available Virtual: This is not a virtual position. Functional Statement #: Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Recruitment Incentive: 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) 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)

Created: 2025-11-14