Lead Medical Support Assistant (Trainer)

Veterans Health Administration

Indianapolis (IN)

On-site

USD 51,000 - 66,000

Full time

3 days ago

Be an early applicant

Get a reply from this employer

Your resume and cover letter, tailored to exactly what they’re hiring for.

Get past ATS filters

Job summary

The U.S. Department of Veterans Affairs at the Richard L.

Roudebush VAMC in Indianapolis, IN seeks a Lead Medical Support Assistant (Trainer) to coordinate and oversee MSA training for all scheduling staff, acting as the technical expert for scheduling procedures within the medical center. Responsibilities include training on scheduling policies, guiding staff on MSA functions, and promoting compliant, efficient scheduling using VistA and related software while collaborating with clinical

Qualifications

Education & Training keeps apprised of latest national, VISN, and local policies and regulations regarding MSA and scheduling functions.
Trains and provides expert guidance to all employees in scheduling and other MSA functions including VistA scheduling options.
Promotes training sessions and communicates deficiencies to Supervisors and leadership.

Responsibilities

Train scheduling staff on technical procedures related to MSA tasks such as ICB insurance capture, registration, and recall.
Lead scheduling audits and assist supervisors in auditing processes.
Use Veterans Health Information Systems and Technology Architecture (VistA) scheduling options and current software.
Coordinate multidisciplinary task forces to develop and improve scheduling training.
Respond to veterans and staff inquiries regarding appointments, billing, and pharmacy processes.

Skills

MSA training

Scheduling systems

VistA scheduling

Education & training

Job description

Lead Medical Support Assistant (Trainer)

Department: Department of Veterans Affairs

This position is located at the Richard L. Roudebush VAMC Indianapolis, IN within the Business Office, Health Administration Training Development Service. The Lead Medical Support Assistant (MSA Trainer) serves as the technical expert for the coordination and oversight for the Medical Support Assistant training required of all scheduling staff in the medical center.

Duties include but are not limited to: Education & Training Stays apprised of the latest national, VISN, and local policies and regulations regarding MSA and scheduling functions. Responds to Action Items that involve scheduling requirements and training from the facility, VISN, and national levels.

Trains and provides expert guidance to all employees in the medical center utilizing the technical procedures related to scheduling and other MSA functions including, but not limited to: ICB insurance capture, registration, my HealtheVet, recall, consults, Vetlink kiosks, and reports. Makes recommendations on how to achieve compliance with training requirements and enhance training programs to meet the needs of the organization.

Promotes upcoming training sessions and communicates deficiencies to Supervisors, Service Chiefs, Business Managers, and/or medical center leadership as necessary. Works closely with clinical services to ensure compliance with VHA guidance and medical center policy/procedure related to scheduler training and monitoring of technical competence.

Organizes, chairs, or participates in multidisciplinary task forces, workgroups, and committees in support of program development and process improvements in the education and training of scheduling practices at the facility, VISN, or national levels. Works with supervisors to review/ensure that all schedulers have appropriate menus to promote accurate scheduling, improve technical competence and minimize potential for negative impact on Veterans caused by scheduling errors.

Trains supervisor on how to perform scheduling audits and assists supervisors with scheduling audits when necessary. Performs ADPAC duties with regards to scheduling. Makes consistent and efficient use of Veterans Health Information Systems and Technology Architecture (VistA) scheduling options as well as the current commercial software being used by the facility by ensuring adequate training and oversight scheduling practices.

Clinic Functions Receives telephone calls from and responds to veterans, their family members and/or legal representatives regarding a broad range of topics, including: appointment scheduling, medication refills/renewals, basic billing inquiries, and pharmacy processes and procedures. Schedules and reschedules patients for appointments. Processes no shows with appropriate documentation in RMS/DHCP and CPRS.

Acts as a point of contact for office through fax, e-mail, phone, mail or other form of communication. Delegates retrieved voicemails to the appropriate person or responds to the message directly as appropriate. Documents telephone call activity in electronic records such that another employee can follow-up on a call at a later time with ease.

Seeks assistance from pharmacists or supervisory staff when responding to unusual questions or when reasonable attempts to satisfy a caller have been unsuccessful. Collects and maintains accurate data from each patient. Alerts other staff members of their current appointment availability (whether full or open). Promotes harmonious relationships within the work environment, which supports the needs of the team and the customers.

Reviews Encounter Reports when printed by supervisor to make sure that no patient is lost to follow up. Prepares new patient orientation packets. Prints patient appointment lists and encounter forms daily. Obtains missing lab results for patient's charts when necessary. Maintains an adequate supply of cover sheets, travel vouchers, payroll sheets, etc. Sends mail and packages to patients and other locations as needed.

Assists veteran in submitting electronic travel pay request during check-in or check-out. Processes refill requests if absolutely necessary (should first attempt to refer to pharmacy triage). Responds to view alerts in CPRS in a timely manner. All other duties as assigned. Work Schedule: Monday - Friday 8am - 4:30pm Compressed/Flexible: Available at supervisor discretion Telework: Not Available Virtual: This is not a virtual position.

Functional Statement #: 91877-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & Education

There is no educational substitute for this occupation & grade.

VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran.

This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

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 $50930 – $66210/yr.

What is the application deadline?

Applications close on 2026-11-13.

What is the work schedule?

This is a Monday - Friday 8am - 4:30pm position.

Who is eligible to apply?

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