Medical Support Assistant (MSA)

Prometheus Federal Services; Santa Rosa (CA); On-site; USD 43,000 - 55,000; Full time

Job summary

Prometheus Federal Services seeks a Medical Support Assistant to perform front desk and scheduling duties on-site at the Veterans Affairs Outpatient Clinic in Santa Rosa, CA. The role emphasizes accurate appointment coordination, patient communication, and adherence to VA directives.

The MSA must handle multi-line phone traffic, use scheduling software, and maintain professional, respectful service to patients and VA staff.

Qualifications

• High School Diploma or GED required.
• 6 months general clerical experience and 6 months scheduling software experience.
• Fluent in speaking, reading, and writing English.
• Proficiency with Excel, Outlook, and Word; able to log in and type 45–60 wpm with low errors.
• Heavy phone and computer usage, often simultaneously.
• Knowledge of medical/hospital terminology and clinic workflows.

Responsibilities

• Schedule appointments and manage front desk duties in accordance with VA directives.
• Answer phone calls for scheduling requests, Monday to Friday.
• Coordinate with Lead Scheduler to ensure timely patient communications.
• Work with scheduling/reception team to maintain professional VA representation.
• Participate in quality improvement to meet performance measures.
• Provide quality customer service to patients, families, VA staff, and clinicians.
• Adhere to safety policies and applicable regulations; pass background checks as required.
• Other duties as assigned.

Skills

Phone etiquette

Scheduling

Communication

English fluency

Education

High School Diploma or GED

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

CPRS/Medical records system

Job description

Position Summary

Prometheus Federal Services (PFS) is a trusted partner of federal health agencies. We currently have openings for a Medical Support Assistant (MSA). The work will be on-site at the Veterans Affairs Outpatient Clinic in Santa Rosa, CA.

Reasonable Accommodations Statement

To succeed in this job, an individual must be able to satisfactorily perform each essential duty.

Essential Duties & Responsibilities

• Contractor is the designated MSA scheduler/receptionist responsible for the performance and coordination of appointment scheduling in accordance with the VHA Directive 1230,Outpatient Scheduling and Process and Procedures 1230(5)_D_2016-07-15 (2).pdf. Front desk duties which may vary at each location depending on the clinic’s needs.


• Answers all phone calls in a timely manner for scheduling requests daily, Monday - Friday and charts in patient’s CPRS chart as required.


• Works with Lead Scheduler to achieve all patient communications are completed on time and appropriately.


• Works with Lead Scheduler and scheduling/reception team to ensure all schedulers/receptionists are competent and represent the VA in a positive, proactive demeanor.


• The contractor participates in quality improvement as directed, in order to ensure that the SF VA Health System is in compliance with all performance measures established by the SFVHCS, VISN 21, VA Central Office, JCAHO, OSHA, SOARS, and Inspector General.


• The contractor performs quality customer service for all patients; patient families; VA Staff, contractors, physicians, fellows, residents.


• The contractor always assures the safety of all patients. Adheres to the SF VA Health System Policy and Procedural Memorandums and the directives and policies set by JCAHO, OSHA, and Hybrid-Title 38.


• Other duties as assigned.

Minimum Qualifications

• High School Diploma or GED


• Medical Support Assistant position requires 6 months of general clerical experience as well as 6 months experience with using computer programs that focus on general scheduling.


• Proven ability to speak, understand, read, and write English fluently.


• Utilize computer programs appropriately, using involving spreadsheets, word processing, etc.; log in; type 45-60 wpm with minimum errors.


• Heavy phone and computer usage, often simultaneously.


• Familiarity with medical terminology, hospital terminology and/or clinics.


• Technical Proficiency: Contractor shall be technically proficient in the skills of Microsoft Excel, Microsoft Outlook, Microsoft Word Document and have an understanding on how medical computer systems operate necessary to fulfill the government’s requirements, including the ability to speak, understand, read, and write English fluently. The contractor will provide documents as needed to verify current and ongoing competency; skills related to the provision of care, treatment and/or services performed within the medical center.


• Ability to pass a required level of security clearance (NACI level background check).


• Authorized to work in the U.S. indefinitely without sponsorship.


• Ability to obtain public trust.

Compensation & Benefits

PFS offers a benefits package that may include health, dental, and vision coverage; flexible spending accounts; disability and life insurance; a retirement plan; paid time off; and other programs to support employees and their families. Learn more about PFS Benefits. The posted salary range represents PFS's good-faith estimate for this role. Actual compensation offered will be determined by a combination of factors, including but not limited to: the candidate's education, knowledge, skills, competencies, and experience;internal equity; geographic location; and contract and organizational requirements. PFS is committed to fair, consistent, and equitable compensation practices across the organization, and offers are calibrated to maintain internal pay equity while remaining competitive in the external market.

SCA Salary Range: $31.16 / Hour + $5.42 H&W

Equal Employment Opportunity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, parental status, national origin, age, disability, genetic information, political affiliation, military service, or other status protected by law.

Accommodations

PFS is committed to providing equal employment opportunities to all applicants. If you require a reasonable accommodation during the application or interview process, please contact us at [e-mail]. Reasonable accommodations are available to ensure applicants with disabilities have equal access to the hiring process, in accordance with the Americans with Disabilities Act (ADA) and applicable laws.

Workplace Health, Safety, and Compliance

This position may be subject to client‑specific or government‑mandated vaccination, health, or safety requirements, which may change over time.

Texting Privacy Policy and Information

• Message type: Informational; you will receive text messages regarding your application and potentially regarding interview scheduling.


• No mobile information will be shared with third parties/affiliates for marketing/promotional purposes.


• Message frequency will vary depending on the application process.


• Msg & data rates may apply.


• Opt out at any time by texting "stop".