What are the responsibilities and job description for the Medical Support Assistant (MSA) - San Antonio, TX position at Prime Physicians?
Job Title: Medical Support Assistant (MSA)
No. of Positions / Candidates Required: 40 FTE (39 MSA 1 Lead MSA)
Specialty: Patient Administrative Services - Community Care scheduling, consult processing, and referral coordination
Site: Department of Veterans Affairs, South Texas Veterans Health Care System (STVHCS), Care in the Community Service
Location: 7400 Merton Minter St., San Antonio, TX 78229
Duration: 1 year contract with the possibility of 2 more years contract extensions
Shift Schedule: Monday–Friday, 8-hour: 8:00 AM–4:30 PM or 7:30 AM–4:00 PM CT
How Many Shifts Needed Per Month: ~21–22 shifts/month per FTE (standard full-time M–F, federal holidays excluded). Contract priced at 2,080 hrs/yr per FTE (83,200 hrs total/yr across 40 FTE).
Credentialing / Onboarding Time: 6–8 weeks (background investigation/favorable adjudication, fingerprints, PIV, VA network and system access, mandatory VA training)
License: No clinical/state license required for the MSA role. (Note: the "any state license works" assumption does not apply here — this is an administrative position, not a licensed clinical one.)
Certifications: None mandated by the PWS. Required VA-provided training must be completed (records management, privacy/security, annual refreshers).
Education: High school diploma or GED equivalent
Experience Needed: Minimum 1 year of scheduling experience. (Lead MSA / Advanced MSA roles require demonstrated higher judgment, workflow oversight, and liaison experience.)
Special Skills Needed
No. of Positions / Candidates Required: 40 FTE (39 MSA 1 Lead MSA)
Specialty: Patient Administrative Services - Community Care scheduling, consult processing, and referral coordination
Site: Department of Veterans Affairs, South Texas Veterans Health Care System (STVHCS), Care in the Community Service
Location: 7400 Merton Minter St., San Antonio, TX 78229
Duration: 1 year contract with the possibility of 2 more years contract extensions
Shift Schedule: Monday–Friday, 8-hour: 8:00 AM–4:30 PM or 7:30 AM–4:00 PM CT
How Many Shifts Needed Per Month: ~21–22 shifts/month per FTE (standard full-time M–F, federal holidays excluded). Contract priced at 2,080 hrs/yr per FTE (83,200 hrs total/yr across 40 FTE).
Credentialing / Onboarding Time: 6–8 weeks (background investigation/favorable adjudication, fingerprints, PIV, VA network and system access, mandatory VA training)
License: No clinical/state license required for the MSA role. (Note: the "any state license works" assumption does not apply here — this is an administrative position, not a licensed clinical one.)
Certifications: None mandated by the PWS. Required VA-provided training must be completed (records management, privacy/security, annual refreshers).
Education: High school diploma or GED equivalent
Experience Needed: Minimum 1 year of scheduling experience. (Lead MSA / Advanced MSA roles require demonstrated higher judgment, workflow oversight, and liaison experience.)
Special Skills Needed
- Oral and written English proficiency
- Basic medical terminology knowledge
- Type at least 50 WPM
- Proficiency in MS Office, especially Excel; Outlook and Teams for high-volume communication
- Ability to learn/operate VA systems: VistA, CPRS, HSRM, REFDOC, EPSI, Cisco/Jabber (ACD), CTM, PPMS, EPS, ECR, Electronic Fax, MyHealtheVet
- Ability to work independently, set priorities, organize workflow, and multitask
- No health/physical restrictions interfering with assigned duties
- Schedule, cancel, and reschedule patient appointments and consults per VA National Scheduling Guidelines and Minimum Scheduling Effort
- Process CITC referrals and consults; disposition referrals and manage consult reports (Aged, Idle >14 days, Administratively Closed, etc.)
- Coordinate Community Care appointments and act on no-shows/cancellations
- Gather, obtain, and review medical documentation from patients and community facilities
- Respond to calls, emails, and Teams messages within 48 business hours
- Monitor incoming/outgoing faxes and mail in accordance with HIPAA
- Verify patient identity using two identifiers; maintain IT/computer security
- Participate in team huddles; support the care coordination team and Lead Scheduler
- Maintain compliance with The Joint Commission and VA regulatory/business integrity standards
- (Lead MSA additionally): coordinate staffing assignments and leave, oversee work quality, serve as liaison between contract staff and VAs