Medical Administrative Support Assistant

Job Description:

Medical Clerical Support Specialist _ Scheduler

Position Title: Medical Clerical Support Specialist _ Scheduler
Agency Supported: U.S. Department of Veterans Affairs (VA) – Minneapolis, MN
Work Location: One Veterans Dr. Minneapolis, MN 55417

The Medical Clerical Support Specialist provides essential administrative, scheduling, and customer service support to VA medical and outpatient operations. Contractor personnel will work on-site in VA facilities and perform duties in accordance with VA policies, VHA Handbooks/Directives, and the contract’s Performance Work Statement (PWS). The Specialist plays a key role in supporting Veterans by ensuring efficient clinic workflow, timely appointment coordination, and accurate documentation in VA-authorized systems.

Contractor personnel shall perform, at a minimum, the following functions in support of VA clinical operations:

• Provide administrative and clerical support to VA staff, including physicians, nurses, and clinic leadership.
• Schedule, modify, and coordinate Veteran appointments using VA-approved scheduling systems (e.g., VistA, CPRS, MSA tools, and Cerner/Oracle Health – as applicable per site).
• Support outpatient care coordination and assist with managing clinic flow.
• Maintain accurate documentation, records, and logs in compliance with VA, VHA, and HIPAA requirements.
• Prepare correspondence, reports, and forms using Microsoft Office applications.
• Answer telephones, route calls, greet Veterans and visitors, and provide high-quality customer service.
• Assist with check-in/check-out processes and verify required documents or eligibility information when directed.
• Follow all VA confidentiality rules, IT security protocols, and information handling procedures.
• Meet all performance metrics and deliverables outlined in the PWS, including timeliness, accuracy, and responsiveness.

The Contractor must ensure personnel meet the following minimum criteria:

• High School diploma or GED.
• Proficiency in English (oral and written).
• Working knowledge of Microsoft Office (Word, Excel, Outlook).
• No physical restrictions that interfere with assigned duties.

• Experience scheduling appointments or providing administrative support in a healthcare setting
  .
• Prior work experience in a VA facility, VHA system, or federal healthcare environment
  .
• Familiarity with VA clinical systems
  , including:
  • VistA (Veterans Health Information Systems and Technology Architecture)
  • CPRS (Computerized Patient Record System)
  • Oracle Cerner (LH/EMR), depending on facility transition
  • MSA (Medical Support Assistant) workflows
• Knowledge of VA processes, such as consult management, clinic profiles, and Veteran-centered communication.

• Strong interpersonal and communication skills, especially when interacting with Veterans.
• High attention to detail and accuracy in scheduling and documentation.
• Ability to work effectively in a fast-paced clinical environment.
• Professionalism, reliability, and respect for Veteran privacy.
• Ability to work independently while following VA policies and supervisory direction.
• Customer service orientation reflecting VA’s mission to serve Veterans with compassion and respect.