Supervisory Medical Support Assistant

Veterans Health Administration; Montrose (NY); On-site; USD 66,000 - 86,000; Full time

Job summary

Veterans Health Administration in New York/ Hudson Valley care system seeks a Supervisory Medical Support Assistant to lead administrative teams, manage clinic operations, and ensure policy-compliant processes. The role includes training staff, coordinating onboarding, and overseeing data capture and reporting for VA programs.

The incumbent will supervise scheduling, patient service resolution, and the maintenance of clinical data accuracy, while collaborating with leadership to meet program

Qualifications

• Experience in medical office management
• Ability to develop and implement training programs
• Familiarity with VA scheduling policies and procedures
• Strong data reporting and analytics skills
• Customer service and patient issue resolution skills

Responsibilities

• Serve as a member of the Output Leadership Team and contribute to strategic planning
• Manage multiple healthcare clinics and ensure administrative procedures are followed
• Train and orient new employees and coordinate onboarding for 90 days
• Review weekly reports to identify backlogs and take corrective action
• Coordinate data from multiple sources and generate reports for VA programs

Skills

Office management

Training development

Policy compliance

Data reporting

Customer service

Tools

MS Office

EMR systems

Job description

• Department: Department of Veterans Affairs

The VA Hudson Valley Care system has an opening for a Supervisory Medical Support Assistant.

Key Responsibilities

The Hudson Valley Care system offers a full range of acute and chronic care services for veterans residing in six adjacent counties, including Dutchess, Westchester, Putnam, Orange, and Rockland and Sullivan serving over 400,000 veterans. The Supervisory Medical Support Assistant serves as a member of the Output Leadership Team, participating in both strategic and administrative planning session.

The incumbent serves as an office manager for several healthcare clinics and plans, organizes and directs all practices and administrative procedures used by subordinate personnel to ensure consistency and compliance with accepted policies and guidance. Duties of the position include: Establishes work priorities, identifies developmental training needs of employees, and provides or arranges for training when required.

He/she works closely with their supervisor to identify and develop training which meets the needs of the MSA and administrative/clinical data capture requirements. The incumbent's responsibility for training includes, but is not limited to, in-service education of on-the-job skills, classroom instruction closely associated with actual inpatient/outpatient hospital clinical practices, and attitudes and relationship of position to professional staff.

Incumbent is responsible for new employee orientation and is expected to work closely with new employees for the first (90) days. Assigns of work based on requirements and resources available, to efficiently and economically accomplish the work to meet program goals and established objectives.

Reviews work produced and analyzed weekly reports to evaluate production and takes appropriate action to resolve backlogs, scheduling errors, ICB Capture, EARR Review and Pre-Registration Data. Conducts regular meetings with the medical support assistants to update them on policy changes and new procedures. The employee may serve on workgroups and/or committees as deemed appropriate. Incumbent may be called to assist in audits or studies relating to the clinical setting.

Resolves patient issues especially regarding appointment, scheduling, and customer service concerns. Incumbent research the issue and attempts to resolve it before it escalates to the Patient Representative, Service Chief, Chief of Staff or Center Director's Office. Maintains clerical guidelines and manuals as well as preparation of material to be used in training new employees.

Incumbent will also be responsible for training auxiliary personnel such as temporary, work study, and volunteers used for intermittent heavy workload areas.

Liaise with the Lead and Advanced Medical Support Assistants, Medical staff, Nursing staff and other services offering expert advice on administrative details and procedures relative to areas and will evaluate problematic areas and present findings to their supervisor and respective Service Line designees for corrective action.

The incumbent must be an authority on current VA regulations and published hospital guidelines that affect administrative functions and midlevel in administrative procedures. Incumbent works closely with providers and clinic staff to ensure all processes are compliant in accordance with VHA Directive 1230 - Outpatient Scheduling Processes and Procedures, VHA Directive 1232 - Consult Processes and Procedures, and VHA Directive 1231 - Outpatient Clinic Practice Management.

Performs work involving collection, compilation, and/or tracking of data and statistical information in support of several VA, VISN, and local programs (i.e. Clinic Access Procedures, Electronic Waiting List, Missed Opportunities, Consultation Management, Encounter Actions, Consult management and, Vet Link and Vet Text). S/he establishes protocols and coordinates incoming data from a variety of sources analyzing data and generating a variety or reports.

Ensures subordinates serve as the initial point of contact for the units, clinics, patient, call centers, 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 and data/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.

Work Schedule: Monday - Friday , 8:00am-4:30pm Telework: No Available Virtual: This is not a virtual position. 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 $65855 – $85608/yr.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-15.

Who is eligible to apply?

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