The Program Support Assistant (PSA) is assigned to the Employee and Occupational Health (EOH) Clinic at the VA Ann Arbor Healthcare System (VAAAHS) and reports directly to the Ambulatory Care Services Administrative Officer. The EOH PSA is an integral member of the EOH Team and is expected to be self-directed on a day to day basis and to coordinate the workflow of the clinic.

Duties

Medical Examinations & Surveillance Programs Management 40 % Responsible for the integrity and timely completion of the non-clinician portion of the medical examination program. Specific components of the medical examination program include but are not necessarily limited to: OSHA (Occupational Safety and Health Administration) related surveillance programs Requires close coordination with VAAAHS supervisors to ensure new employees are expeditiously placed in the surveillance program. Exam packages, labs, studies, and consults from outside clinics must be coordinated with the EOH Clinical Director in advance of exams; tracked, collected, and organized in exam packages to promote efficiency and accuracy of the examinations. New-Hire/Pre-placement fitness for duty examinations Requires close work with Human Resources (HR) and Volunteer Services to ensure exams are properly requested and scheduled. Ensures exams occur in a timely fashion; formal requests for exam are complete and appropriate, are received prior to the appointment and are place properly in the medical record and documented in OHRS; ensuring the EOH provider is fully aware of workplace requirements. Ensures patients are scheduled to allow completion of all pre-exam questionnaires, tests, studies, consults etc. Qualification exams (e.g. Police officers, DEMPS/DECON, volunteer and paid patient transportation drivers, WOCs etc.) These examinations require an initial and then periodic examination to ensure safety. The PSA tracks each patient to ensure they receive their examinations on schedule (e.g. police are seen annually or more frequently if required by the EOH provider), coordinating exams with Volunteer Services, Emergency Response, the Police Department, etc. to ensure supervisors are aware of employees' and volunteers' medical fitness status and to prevent unnecessary removal of employees and volunteers from full duty status. VHA immunization mandate programs Assumes an active role in employee compliance tracking for all VHA policies and directives related to workplace immunization mandates. This duty requires excellent customer service skills, a solid knowledge of the policies and directives, and entails creating, documenting, and tracking facility-level data/records to accurately represent VAAAHS employee compliance information to internal and external stakeholders. Reception, Scheduling, Workflow Management 35 % The PSA is the face of the EOH Clinic, greeting and assisting employees, verifying their demographic data in OHRS and/ or CPRS medical record system, assisting them with completion of required forms, directing them to obtain vitals/vision testing etc. from the nurses, to meet with nurses, to HR, the lab or other locations. Ensures required forms are completed, schedules appointments, answers the phone, and works with the Ambulatory Care Services Administrative Officer and Nurse Manager to ensure coverage of the front desk during planned absences. Prepare the medical record prior to examinations, ensure encounters are properly documented and all paperwork is properly placed and secured in the record prior to storage and filing. Manages incoming and outgoing correspondence for the clinic, tracks the workflow in the clinic; maintains efficient scheduling strategy for various appointments, ensures clinics are closed out daily in the VistA system. Medical Records Liaison 15 % Employee and Occupational Health Medical Record Liaison and ensures the medical records of the Service are maintained and secured, tracked, retired, built, etc. in accordance with official policy and in coordination with the VAAAHS Records Manager. Must be fully aware and current with applicable laws and rules that apply to some or all of the medical records for the EOH clinic and ensure compliance with the same in accordance with the requirements of OSHA, Office of Personnel Management (OPM), the Americans with Disabilities Act as Amended (ADAAA), the Genetic Information Non-disclosure Act (GINA) and other laws and policies unique to the management, storage, disposition, protection and release of employee medical records. EOH Compliance Reporting Coordinator 10 % Work closely with the Ambulatory Care Services Administrative Officer to track the Healthcare System's employee compliance mandates. The PSA familiarizes him or herself with the current VHA and OSHA standards for compliance reporting, and provides regular updates, when requested, to the Service' Administrative Officer to be uploaded to the VISN 10 tracking repository and/ or appropriate national database. Work Schedule: Monday - Friday (8:00 am - 12:30 pm) Compressed/Flexible: Available Virtual: This is not a virtual position. Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/02/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: clerical and process management operations in the following areas: Workplace/EOH surveillance programs Physical examinations (e.g. new hire/ pre-placement, monitoring, fitness for duty, volunteer, Without Compensation Workers (WOC), and all other provider/non-provider examinations) Office of Workers' Compensation (OWCP) program Scheduling and communications You will be rated on the following Competencies for this position: ClericalCommunicationsManages and Organizes Information 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. Physical Requirements: The work is primarily sedentary. Typically, the employee may sit comfortably to do the work. However, occasional walking, standing, bending, carrying light items such as reports, or files is required. No other special physical demands are required to perform the work. Work is in an office/clinic environment. Work requires prolonged periods of sitting and work at a computer workstation. 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/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Jessica Kidd
• Phone: 734-596-3177
• Email: [email protected]