Program Support Assistant

Full Job Description

The Program Support Assistant is located within the VA Medical Center, in the VA Community Care (VACC) Section of Integrated Access Service.

The primary function of this position is to provide support with the administrative and clerical operations of coordination of community care, including the authorizing and processing of consults for community care at the expense of the Department of Veterans Affairs.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/02/2026.

GS-06 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: Providing administrative support to a team, including but not limited to timekeeping, receiving and responding to phone calls, emails, and other messages, using electronic filing systems, possess the knowledge to research and review available records and locate required documentation form a variety of sources.

Using various Microsoft Office programs, online database programs, and office equipment.

Working independently, complying with internal and external deadlines, and assisting in department problem-solving. Preparing reports, assisting in planning, reviewing data.

Following SOP's, directives, and other training, ensuring work is compliant with regulatory procedures.

Skilled in interpersonal communication is required including the ability to handle agitated and/or confused clients to properly present information about available benefits either determining the nature of their inquiry or needs.

Skilled in interpersonal communication is required including the ability to handle agitated and/or confused clients to properly present information about available benefits either determining the nature of their inquiry or needs.

Knowledge of the privacy program and ensuring health information is kept confidential and protected at all times in accordance with applicable privacy statutes.

Preferred Experience: N/A 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. Note: A full year of work is considered to be 35-40 hours of work per week.

Part-time experience will be credited on the basis of time actually spent in appropriate activities.

Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Major Duties:

The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati, OH and Fort Thomas, KY serving 15 counties in Southwest OH, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH.

The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division.

Major Duties: Creates authorization for payment of community care in the Fee Basis Claims System (FBCS) or alternative software system with pertinent information including the community provider's name, address, category of care, obligation number, number of visits, purpose of visit, and length of authorization.

Provides administrative support to ensure all pertinent information is transmitted to appropriate parties for community care that is authorized under any other funding source.

Electronically uploads all pertinent clinical and administrative data to a third-party administrator as appropriate.

Serves as an administrative point of contact in the request, coordination, and authorization for community care consults.

Works collaboratively with VACC RN Patient Care Coordinators, VACC Program Analysts, other VA staff and Community Care providers.

Receives, handles, and transfer calls appropriately with regard to telephone inquiries from numerous sources including patients, other VA staff, and community providers concerning items including but not limited to: authorization terms, appointment status and billing/claims status.

Prepares correspondence to be sent to community providers that includes details about the terms of the authorization, the appointment date and time, and all pertinent clinical data as instructed by the RN Patient Care Coordinator.

Prepares correspondence to be sent to patients that includes details about the terms of the authorization, including the provider's name and location and appointment date and time.

Performs weekly validations of authorizations and input, process, edit and or investigate suspended claims in FBCS to ensure accuracy of authorization entry.

Inputs or edits community provider information into VISTA as requested by Pharmacy Service.

Other related duties, as assigned Work Schedule: Monday - Friday (8am - 4:30pm) or (7:30am - 4pm) Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant/PD91909A Physical Requirements: The work is primarily sedentary.

However, there may be some walking, standing, bending, carrying, and lifting light items such as papers, books, and files. No special physical demands are required.