This position serves as the Program Support Assistant (OA) for Mental Health & Behavioral Sciences Service (MH&BSS) with the VA Tampa Healthcare System. The incumbent provides administrative and clerical support to the Section Chief, Program Leads and the Supervisory Program Specialist.

Duties

The incumbent plays an integral role in identifying and developing ways to resolve problems with the administrative and clinical staff on access, customer service, patient flow, revenue, and data validation issues. Major duties include but are not limited to: Provides programmatic information pertaining to daily operations to the program managers, consisting of, but not limited to, open encounters, outstanding secure messages, pending/open consults, providers absences, (for coverage purposes), provider schedules, appointments, and pending return to clinic orders. Serves as the primary point of contact for clinical grids for program, which includes receiving new and modified provider clinical grids, confirms book-ability standards are being met, defines clinic parameters and establishes appointment availability for assigned clinics. Collects and analyzes Clinic Utilization reports through VSSC and Vista to ensure compliance with Medical Center Policy, MH & BSS, Directives and VA Handbooks. Collaborates with Health Information Management Service (HIMS) to ensure third party billing and VERA dollars received are appropriate and clinic coding practices are current and appropriate. Serves as onsite ADPAC for entering and tracking non-equipment IT service requests. Troubleshoots staff IT, space, and equipment issues and acts as liaison between program staff and MHSL Logistical Coordinator. Enters electronic work requests. Updates and verifies patient demographic information, schedules appointments, collects insurance information, data entry, administratively manages inpatient rosters and bed assignments through Veterans Health Information and Technology Architecture (VISTA), Computerized Patient Record System (CPRS) and Bed Management Systems (BMS), as well as notifying the patient regarding his/her appointment schedule, and verifying physician orders in CPRS. Collects, analyzes and tracks data related to provider productivity, proper stop-code usage, clinic wait times and cancellations, no-shows, missed opportunities, open encounters, consults, and notes. This data will be utilized to identify potential gaps in patient flow/care, provider and patient trends, and additional provider or support staff needs. Manages all incoming and outgoing correspondence, obtaining background information, formulating responses to routine and non-technical inquiries, and routing correspondence of a technical nature to appropriate staff members. Arranges, prepares for, and attends department staff meetings. Takes minutes and prepares them for distribution. Coordinates activities with other administrative support staff and departments to ensure efficient flow of work throughout the Mental Health Service Line. Integrates data from various types of resources to produce final products for analyzation, which will be accurate to meet the needs of the program. Evaluates the need for additional supplies and equipment against available fund and supply level, and drafts proposal to the Director or Administrative Officer (AO) for approval prior to submitting to logistics. Assembles and compiles budget information and maintains running account of funds allocated and expended in all sub accounts and makes interim adjustments where necessary by applying the basic knowledge and understanding of budgetary policies, procedures, and regulations. Answers telephones, greets patients, takes messages, and notifies patients of appointments. Performs other related duties as assigned. Work Schedule: Monday-Friday, 7:30AM-4:00PM Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description Title/PD#: Program Support Assistant (OA)/PD06556A and PD06556A Physical Requirements: The work is sedentary in nature and involves physical activity typical of an office setting. Bending and lifting equipment and boxes may be required. Occasional trips within the community area may be required.

Requirements

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• May serve a probationary period
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc.
• Selected applicants will be required to complete an online onboarding process

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement. TYPING PROFICIENCY: This position requires the skills of a qualified typist. In addition to meeting the experience, you must be able to type at least 40 words per minute. GS-7 grade level: One year of specialized experience (equivalent to the GS-6 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. Examples of specialized experience includes: Qualitative and Quantitative techniques for analyzing and measuring the effectiveness, efficiency and productivity of administrative, clinical and technical health care programs; Integrating software programs to generate working documents and forms such as spreadsheets, databases, word processing, graphs/tables, and other medical software products; Building, modifying and managing provider's clinical grids ensuring it meets patient needs and performance measures; Assembles and compiles budget information and maintains running account of funds allocated; Schedules appointments, consults and performs clinic schedule maintenance using an electronic scheduling system. Note: IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Verbiage displayed on your resume or application must contain your own words. You may refer to the specialized experience located within the vacancy announcement, to assist with describing work experiences; however, resumes or applications received that copied verbatim from the announcement will be evaluated and may be reviewed as falsifying your experience or application. There is no educational substitution for the GS-7 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.

Education

This job does not have an education qualification requirement.

Contacts

• Address James A Haley Veterans Hospital 13000 Bruce B. Downs Boulevard Tampa, FL 33612 US
• Name: Jennifer McCullar
• Phone: 727-398-6661 X64697
• Email: [email protected]