Program Support Assistant

Full Job Description

This position is located within Community Care (CC) at the Chalmers P. Wylie VA Ambulatory Care Center (VAACC), Columbus, Ohio.

The incumbent assists the CC Service with the implementation of programs and projects focused on improving business practices within and related to CC.

The incumbent will be expected to perform assigned duties in a manner that promotes timely, high quality health care, outstanding customer service and the maintenance of an environment committed to serving Veterans.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement.

GS-6 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization.

Specialized experience includes: Independently extracting data from various software programs to create statistical diagrams and workflow charts. Compiling weekly and monthly cost estimate reports.

Serving as the primary timekeeper for the Service. Ensuring a thorough knowledge of all regulations and directives pertaining to time and attendance.

Preparing minutes from dictation, hand-written notes and/or recordings and coordinating meetings and conferences. Establishing dates and preparing agenda and meeting materials.

Monitoring and tracking professional and personal education development, including continuing education, staff enrichment seminars, orientation, training classes, leadership and management courses and skills development.

Independently maintaining calendar, prioritizing appointments and coordinating meetings, Receiving and processing all incoming correspondence. There is no educational substitution for the GS-06 level.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social).

Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

You will receive credit for all qualifying experience, including volunteer experience. Major Duties:

The incumbent provides direct support to the Financial Manager, Management & Program Analyst, Clinical Nurse Manager, Administrative Officer, Deputy Chief, and the Chief, Community Care by independently collecting, compiling, and presenting information related to current and emerging Community Care business operations.

The incumbent independently extracts data from various software programs (FBCS/VSSC/Excel) to create statistical diagrams and workflow charts to enable the Chief to evaluate system performance and make changes to workflow to optimize the department.

The incumbent independently compiles weekly and monthly cost estimate reports (for example, cost estimation accuracy and timeliness of Community Care episodes entered and authorized through Fee Basis Cost System/FBCS).

Verifies authorizations were approved by appropriate management official (Chief of Staff or designee) prior to FBCS action, that claims assistants utilized the Cost Estimation Tool or other approved cost estimation methodologies and authorizations were processed within mandated timeframes as directed.

Works independently to provide detailed reports to management to improve timeliness, accuracy and consistency of community care authorization and reconciliation activities.

The incumbent will observe, study, and assemble data and information to enable the Chief to measure the effectiveness of Community Care billing resolution activities and improve the efficacy of the critical function.

On occasion, the incumbent may be required to contact billing agencies on behalf of or in the interest of Veterans to resolve billing issues.

The incumbent will monitor, review and report consult scheduling performance and consult resolution activities such as timeliness of consult discontinuations, rescheduling activities and coordination efforts between clinical and CSU staff.

The employee may be required to report findings in writing, verbally or both. The efforts of the incumbent will permit management to improve scheduling performance.

The incumbent will serve as the primary time-keeper for the Service, ensuring a thorough knowledge of all regulations and directives pertaining to time and attendance, including Executive Orders, Office of Personnel Management regulations, and other regulations, procedures, and policies of the VA with reference to time and leave activities.

As ADPAC for Community Care, incumbent ensures applications for access are prepared for new employees or transferring employees.

Ensures that employees are trained on equipment they will use, as well as VistA, Outlook and any other designated hardware, software or equipment.

Uses personal judgement to prepare National Remedy tickets as needed to report problems with Computers, Telephones, Printers, etc.

Independently monitors and is responsible for the Talent Management System (TMS) for Community Care personnel in tracking professional and personal education development, including continuing education, staff enrichment seminars, orientation, training classes, leadership and management courses and skills development.

The incumbent will perform other duties as assigned.

Work Schedule: Monday through Friday, 8:00am-4:30pm Position Description Title/PD#: Program Support Assistant/PD919400 Physical Requirements: The work is sedentary and requires no special physical demands.