Job opening: Program Support Assistant
Salary: $46 696 - 60 703 per year
Published at: Jan 03 2024
Employment Type: Full-time
The Home-Based Primary Care (HBPC) Program Support Assistant is required to organize and maintain complex day-to-day operations of the HBPC program, to relieve professional staff of as much clerical and administrative details as possible to enable them to devote a major part of their time to clinical and patient focused activities. The incumbent provides clerical/administrative support and is responsible for competence within the scope of their role.
Major duties of the Program Support Assistant include, but are not limited to:
Provides administrative, clerical, program, and technical assistance in the areas of day-to-day operations and program planning/evaluation to assist staff with understanding and following processes, regulations, and SOPs for the HBPC Program.
Proficiency with Microsoft Office to create, modify, print reports, spreadsheets, graphic presentations, and correspondence.
In collaboration with HBPC Nurse Manager/HBPC Assistant Manager, responsible to coordinate across multiple disciplines and services with Service Chiefs to ensure all providers assigned to work with the HBPC program have appropriate access, competencies, trainings, safety protocols, etc, to ensure work with Veterans in HBPC and with the HBPC team is conducted timely, in a safe manner, and in accordance with HBPC, The Joint Commission, Network, National and local policies, protocols, and standards.
Develops collaborative relationships with other departments that provide extended care support and services for HBPC (i.e., Laboratory, GEC, Social Work, etc.)
Comprehensive tracking of programmatic needs to ensure timely completion and resolution, determines actions needed by staff, and refers significant problems for resolution.
Responsible for admission paperwork and tracking including data input into VISTA, communication with Patient Centered Management Module (PCMM) coordinator as needed to ensure assignment of Veterans to appropriate HBPC Provider.
Responsible to work with team during an emergency or potential emergency to contact Veterans and families if needed.
Responsible for discharge paperwork to be inputted into various systems, including into VISTA, communication with PCMM Coordinator/LEAF request as needed to ensure appropriate communication about the change in status and assignment. Ensures programmatic data collection and tracking is accurate and complete.
Corrects and resolves inconsistencies between CPRS and VISTA patient data.
Responsible for data transmission to Austin for monthly reporting and annual reporting. Responsibility includes ensuring accuracy and timeliness of transmission, resolving errors populated on the Form Errors Report including resolving encounter errors, and populating the Build/Verify Transmission File.
Responsible for data transmission to Austin for the annual report and involves validation of data and resolving errors prior to transmission.
Incumbent may be responsible for entering bills from Community Nursing Homes under contract with MTVAHCS for payment as directed by the Home and Community Based Services NM or Community Nursing Home Coordinator
Work Schedule: Monday-Friday, 8:00am-4:30pm
Telework: This position may be authorized for ad hoc telework. Telework eligibility will be discussed during the interview process.
Position Description/PD#: Program Support Assistant/PD13967A
Relocation/Recruitment Incentives: None
Financial Disclosure Report: Not required
Physical Requirements: The work is sedentary. The employee sits comfortably to do the work assignments. At time, there may be some walking, standing, bending, carrying of light items, e.g., papers, books, files, etc. No special physical demands are required to perform the work. The work environment involves everyday risks or discomforts which require safety precautions, e.g., offices and meeting/training rooms. The work area is adequately lighted, heated, and ventilated.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 01/11/2024.
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-7 position you must have served 52 weeks at the GS-6. 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.
You may qualify based on your experience and/or education s described below:
Specialized Experience GS-7: You must have one year of specialized experience equivalent to at least the next lower grade GS-6 in the normal line of progression for the occupation in the organization. Specialized experience includes: Demonstrated knowledge of the principles and techniques of qualitative and quantitative data collection and analysis to monitor program evaluation matrix. The assignments require understanding and skill of data flow and methods for evaluating the effectiveness of the program and being able to independently organize and implement effective strategies to accomplish program goals. Ability to work in a setting where face-to-face and virtual communications are required. Individual demonstrates the ability to listen effectively and generate conceptual insights that provide constructive feedback to superiors, colleagues, and subordinates. The position requires excellent oral and written communication skills and the ability to work with limited direction. Time management skills and a high level of judgement are necessary. The position also requires independence of action, general latitude for decision-making and knowledge of information sources concerning complex questions, policies, and procedures. Must be familiar with the mission, organization, and program requirements of the Department of Veterans Affairs, the Medical Center, Home Based Primary Care/Geriatrics Extended Care, and their supporting programs. Must be able to communicate effectively, both orally and in writing, with all employees and stakeholders. The incumbent must be capable of maintaining the office filing system, give briefings, and compile packets for briefings. Knowledge of some medical/psychiatric terminology, grammar, spelling, punctuation, and required formats to prepare correspondence and reports. Skill and knowledge in computer operations including all standard office programs. Ability to compile and summarize information and data, identify inaccuracies or anomalies in the information, and make written recommendations to resolve discrepancies based on interpretation of applicable regulations and procedures. Ability to gather, interpret, and analyze information to arrive at and communicate a logical conclusion. Must be able to plan, organize, and implement assigned tasks under strict deadlines and multiple changing priorities. Ability to interpret and apply written instructions, guidelines, policy memorandums, etc. This includes the ability to gather, organize, and compile factual material. Ability to interact and relate to people of varied educational and professional backgrounds, of many cultural and racial groups, of many socio-economic levels, etc. within the course of a normal workday.
You will be rated on the following Competencies for this position:
AccountabilityCompliance InspectionCustomer ServiceManages and Organizes Information
This announcement may be used to fill multiple vacancies.
There is no educational substitution at this grade level.
- Address Fort Harrison VA Medical Center
3687 Veterans Drive
Fort Harrison, MT 59636
- Name: Allecia Munoz
- Phone: 352-213-8874
- Email: [email protected]