Medical Support Assistant

Veterans Health Administration

Houston (TX)

On-site

USD 36,000 - 61,000

Full time

14 days+

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Benefits offered by this job

Paid time off

Federal health benefits

Retirement pension

Job summary

Veterans Health Administration is seeking a Medical Support Assistant to serve as the initial point of contact for units and clinics, scheduling patient appointments and managing electronic records. The role involves verifying patient demographics, processing transfers, and handling recalls while ensuring accuracy in the EMR and adherence to policies.

Strong customer service and data entry skills are essential.

Qualifications

High school diploma or GED required or equivalent.
Experience with electronic health records and medical terminology preferred.
Federal employment qualifications and proper documentation may be required.

Responsibilities

Schedule appointments and manage patient flow across units and clinics.
Verify demographics, insurance information, and process transfers between facilities.
Interpret provider orders and ensure workload credit is captured in scheduling systems.
Maintain accurate recall and appointment lists and respond to urgent scheduling needs.
Provide excellent customer service and adhere to VA policies and procedures.

Skills

Scheduling

Customer service

Data entry

Medical terminology

EHR systems

Education

High school diploma or GED

Tools

EHR systems

Medical records management

Job description

Department: Department of Veterans Affairs

The Medical Support Assistant (MSA) performs work relating to the care & treatment given to patients on inpatient units, outpatient clinics, and scheduling call centers.

Key Responsibilities

Total Rewards of a Allied Health Professional The work includes functions such as serving as an initial point of contact for the units, clinics, ED to include, but not limited to, scheduling patient appointments, tracking, reviewing and responding to electronic orders, consults, and other elements in the electronic medical record and medical systems.

This series includes work that requires a practical knowledge of computerized data entry, information processing systems and software related to patient care, the healthcare system's organization and services, basic rules and regulations governing visitors and patient treatment, knowledge of standard procedures, utilizing medical records, and medical terminology.

The primary duties of the Medical Support Assistant (MSA) may include but are not limited to: Scheduling appointments, including interpreting, and verifying provider orders, assignments, ensuring encounter forms are completed to obtain appropriate workload credit; verifying and updating demographics and insurance information; processing all emergency and non-emergency transfers to other VA facilities or private hospitals; performing basic eligibility, co-pays, and preauthorization requirements for specific coverage.

Interpret and communicate requirements of VHA Scheduling Directives and complete accurate scheduling responsibilities. Schedule appointments by following VHA Outpatient Scheduling Directive and will follow Standard Operating Procedures. Utilize the Electronic Waiting List accurately in a timely manner. Notifies his/her supervisor when clinic access is less than desirable or if an individual patient cannot be scheduled within mandated clinic timeframes.

Daily review of Consults (medical/provider), active/pending text orders, Encounter reports, Electronic Wait List, Recall list and Audio care communications for accuracy and disposition. Schedules and coordinates appointments for return visits and future appointments to reduce multiple trips for Veteran. Ensures clinics are blocked when physicians are on leave or for scheduled meetings/training to prevent patient cancellations.

Utilize Recall Reminder Software policies when scheduling is beyond the 30-day request. Utilize no show/missed opportunity rules by the Standard Operating Procedures stated in Appointment Management document. Utilizes a computer-generated appointment list to complete daily clinic activities making additions and deletions as necessary for computer entry upon completion of clinic.

Manages the telephone triage and carefully and briefly questions Veterans about medical problems and determines if any emergency situations exist by following the trigger word policy MCM-11-090 i.e., chest pain, shortness of breath, blackouts, GI bleeding or any medical need for immediate attention, working closely with the team nurses and physician.

Manages scheduling, medical data, and patient movement to bypass the usual waiting time and ensures that appropriate administrative actions are taken. Provides excellent customer service and must adhere to VA Local, National and Service policies and procedures. Work Schedule: Work schedules may vary based on the location requested. Tour of duty is subject to change based on the needs of the facility.

Recruitment Incentive (Sign-on Bonus): Not Authorized
Permanent Change of Station (Relocation Assistance): Not Authorized
Pay: Competitive salary and regular salary increases.
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)
Telework: Not Authorized
Virtual: This is not a virtual position.
Functional Statement #: Varies by location.
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/. Documentation Requirements for Proof of High School Completion or higher If using post-high school education to substitute for experience at the GS-04 or GS-05, you must submit a copy of your unofficial or official college transcript with your application.

If selected, to meet the basic requirement of high school education or equivalent and prior to a firm job offer being extended, applicants must provide one of the following as verification of the education requirement if not covered under the grandfathering provision: Copy of high school diploma OR high school transcript (unofficial or official) OR GED Certificate OR homeschooling completion OR proficiency certificate issued by a State or Territorial Board or Department of Education OR college transcript (official).

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 $36464 – $61073/yr.

What is the application deadline?

Applications close on 2026-09-30.

Who is eligible to apply?

This position is open under the 'Fed Competitive' hiring path.