Lead Medical Support Assistant

Veterans Health Administration; Saint Cloud (MN); Remote; USD 56,000 - 73,000; Full time

Job summary

This position is with the Veterans Health Administration within the Department of Veterans Affairs. It provides advanced administrative support to clinical staff and Veterans, overseeing scheduling and clerical functions across Surgical & Specialty Care areas.

The role requires managing appointments, handling front desk duties, and coordinating transfers while ensuring HIPAA compliance and accurate documentation. Candidates will train staff and optimize clinic operations.

Qualifications

• 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.
• 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/.

Responsibilities

• Manages appointment scheduling, cancellations, re-scheduling, and no-show documentation following VA policies.
• Acts as liaison among Veterans, clinical staff, and external agencies, ensuring effective communication.
• Handles front desk duties, answers calls, and responds to inquiries via multiple communication systems.
• Maintains and secures medical records, verifies demographic and insurance data, and facilitates transfer of records.
• Supports clinical flow by coordinating pre-appointment requirements and monitoring clinic schedules.
• Trains new staff, assesses workload, and recommends process improvements.
• Coordinates emergency and non-emergency transfers, ensuring timely and accurate documentation.
• Uses VISTA, CPRS and secure messaging platforms.

Skills

Appointment scheduling

Veteran liaison

Front desk duties

HIPAA compliance

Tools

VISTA

CPRS

Secure messaging

Job description

• Department: Department of Veterans Affairs

This position is located within the Surgical & Specialty Care ICC at the St. Cloud VA Health Care System. This position will provide advanced administrative support to clinical staff members and Veterans, in addition to overseeing the daily clerical functions of the scheduling of all Surgical & Specialty Care areas.

Key Responsibilities

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Functions or Scope of Assigned Duties: Manages appointment scheduling, cancellations, re-scheduling, and no-show documentation following VA policies. Acts as liaison among Veterans, clinical staff, and external agencies, ensuring effective communication. Handles front desk duties, answers calls, and responds to inquiries via multiple communication systems.

Maintains and secures medical records, verifies demographic and insurance data, and facilitates transfer of records. Supports clinical flow by coordinating pre-appointment requirements and monitoring clinic schedules. Trains new staff, assesses workload, and recommends process improvements. Coordinates emergency and non-emergency transfers, ensuring timely and accurate documentation. Uses various software systems including VISTA, CPRS and secure messaging platforms.

Prepares reports, agendas, and minutes for team meetings, supporting Veteran care planning. Ensures compliance with HIPAA, VA policies, and safety protocols. Monitors clinic utilization, appointment accuracy, and resource use. Assists with outreach, community resources, and clinic operational adjustments. Manages workload, assigns tasks, and ensures deadlines are met. Acts as a mentor and trainer for MSA staff, providing guidance on communication and clerical procedures.

Work Schedule: Monday-Friday 8:00am-4:30pm Telework: Ad-Hoc Virtual: This is not a virtual position. Functional Statement #: 000000 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & 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/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $56383 - $73297/yr.

Is this position remote or telework eligible?

This position is eligible for telework.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-19.

Who is eligible to apply?

This position is open under the 'Public' hiring path.

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Source: USAJOBS.gov - U.S. Federal Government