Medical Support Assistant (Advanced)-Primary Care/Specialty Care

U.S. Department of Veterans Affairs

Saint Cloud (MN)

On-site

USD 56,000 - 73,000

Full time

2 days ago

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Job summary

U.S. Department of Veterans Affairs in Saint Cloud, MN seeks a Medical Support Assistant (Advanced) to serve as the primary administrative contact for Veterans and visitors.

You will handle calls, secure messages, and patient data within the CPRS system, while ensuring HIPAA compliance and teamwork with PC/SC staff. You will support the Primary Care ICC and Specialty Care ICC, assist in scheduling and data entry, and adapt to changing priorities in a busy hospital setting, maintaining

Qualifications

High school diploma or equivalent required.
Transcript/education verification if qualifications rely on education.
Knowledge of medical terminology helpful.
Ability to maintain HIPAA compliance and confidentiality.

Responsibilities

Serve as first point of contact for Veterans, families and visitors.
Manage Secure Messages/Message Manager and forward to appropriate staff.
Maintain and secure medical records per HIPAA and policy.
Enter data into the Veterans electronic medical record (CPRS).
Coordinate with PC ICC/SC ICC call centers and assist team members.

Skills

Communication

HIPAA compliance

Multi-tasking

Team collaboration

Call center

Education

High school diploma

Tools

CPRS system

Job description

Medical Support Assistant (Advanced)-Primary Care/Specialty Care

Department: Department of Veterans Affairs

This position is in the Primary Care (PC) and Specialty Care (SC) ICC at the St. Cloud VA Health Care System and is the first administrative point-of-contact for Veterans, family, and other visitors contacting the St. Cloud VA. The primary purpose of this position is to perform introductory clerical functions under infrequent monitoring and supervision.

Key Responsibilities

VA Careers - Medical Support Assistant: https://youtube.com/embed/EE9c4XkaELo Communication - Demonstrates positive people skills in interactions which reflect caring, service orientation, professionalism, understanding, helpfulness and concern toward Veterans, visitors, and other employees of the Medical Center in both verbal and written communication.

Maintains Veteran rights, confidentiality, and individuality.

Resolves issues at the lowest level and in a timely manner.
Set limits/boundaries which are clearly defined within the MSA/Veteran relationship.
Have Advanced knowledge of medical terminology to ensure that Veterans and other callers are directed to the most appropriate place of assistance.
Participate in and independently follow up on team huddles/meetings, sharing information and collaborating with the medical team assuring continuity of care.

Is the main point of contact for all Secure Messages/Message Manager sent to their team; will either fulfill the request or forward to the appropriate staff for follow up and completion.
Is an expert in the department for scheduled and unscheduled visits.
Maintains flexibility in adapting to changes in schedule and workload.
Assists other team members willingly.

Prepare reports in various formats and present data to various organizational levels.
Screens call and determine if the call requires attention from a Registered Nurse, Licensed Practical Nurse, Provider, or other designated professional.
Maintains and secures medical records as appropriate and in accordance with the Health Insurance Probability and Accountability Act of 1996 (HIPAA).
Enters appropriate information into the Veterans electronic medical record.

Assures appropriate forms including and documents are presented, sent out, or completed by the Veterans.
Facilitates Release of Information for records and documents being received from outside facilities monitor and track the progress of received required information.
Provides advanced clerical support to the area they are assigned to, this includes support to any staff member.

Sets deadlines and priorities, adjusting the flow to help meet those deadlines and workload.
Obtains and monitors the use of services, supplies, and equipment for their offices area.
Updates Veteran's demographic information to include the following: address, phone number, insurance, preferred method of communication, guardianship reminder, and other information as new programs are added or changed.

Receives and responds to inquiries via Secure Messaging, Message Manager, VAR, VEText, letters, or phone calls. These can include getting information to Veteran care teams through the entry of a note into the CPRS system and alerting the appropriate clinical staff member, requesting tests or medications, questions on appointments, scheduling, and various other inquiries. The MSA can recognize and refer urgent inquiries to clinical staff for immediate action as needed.

Works or may be assigned to the PC ICC Call Center (in support of SC ICC) in times of short staffing or high call volumes.
Ability to multitask daily (i.e., changing priorities at a moment's notice in high stress situations).
Coordinates and assists with department services, programs, and outreach events.
Participates in encounter closeout.
Basic knowledge of the technical health care process relating to access to care.

Follows PCMM process for assigning and reassigning Veterans to Primary Care Providers.
Processes all health care providers' order accurately. When needed seeking clarification.
Call Center functions include but are not limited to: Answer all PC ICC and SC ICC incoming calls, and assignment of monthly administrative duties.

Work Schedule: Monday-Friday 8am-4:30pm Telework: Not Available Virtual: This is not a virtual position.

Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized

Requirements & Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education.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 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.

What is the application deadline?

Applications close on 2026-10-30.

Who is eligible to apply?

This position is open under the 'Fed Internal Search' hiring path.