Program Support Assistant

Summary

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. This is a GS‑06 grade level position requiring one year of specialized experience (equivalent to the GS‑05 grade level in the federal service). The experience must have equipped the applicant with the particular knowledge, skills, and abilities (KSA's) and other characteristics to perform the duties of the position and should be in or related to the work of the position to be filled.

Specialized Experience includes providing administrative support to a team—such as timekeeping, receiving and responding to phone calls, emails, and other messages; using electronic filing systems and office equipment; researching and reviewing available records; assisting with departmental problem‑solving; preparing reports and reviewing data; and following SOPs and regulatory procedures. Skilled interpersonal communication is required to handle agitated or confused clients and to present information about available benefits.

Knowledge of the privacy program and ensuring health information is kept confidential in accordance with applicable privacy statutes is required.
Preferred Experience
: N/A. Experience may include paid and unpaid experience such as volunteer work through national service programs (e.g., Peace Corps, Ameri Corps). All qualifying experience will be credited.

Note:

A full year of work is considered 35–40 hours per week. Part‑time experience will be credited on a pro‑rata basis.

For more information on these qualification standards, visit the United States Office of Personnel Management: https://(Use the "Apply for this Job" box below)..

• VA Healthcare System Serving Ohio – Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers.
• Approach to healthcare that empowers and equips people to take charge of their health and well‑being.
• Operate in a model with three core elements: seeking to create a personalized health plan for each Veteran, healing relationships and environments, and a connection back to the Veteran's community.
• Align with the Veterans Health Administration (VHA) Mission Statement to honor America’s Veterans by providing exceptional health care.
• Major Duties
  :
  Create authorization for payment of community care in the Fee Basis Claims System (FBCS) or alternative software system with pertinent information (community provider’s name, address, category of care, obligation number, number of visits, purpose of visit, length of authorization).
• Provide administrative support to ensure all pertinent information is transmitted to appropriate parties for community care authorized under any other funding source.
• Electronically upload all pertinent clinical and administrative data to a third‑party administrator as appropriate.
• Serve as an administrative point of contact for request, coordination, and authorization for community care consults.
• Work collaboratively with VACC RN Patient Care Coordinators, VACC Program Analysts, other VA staff, and community care providers.
• Receive, handle, and transfer calls appropriately from numerous sources including patients, other VA staff, and community providers regarding authorization terms, appointment status, and billing/claims status.
• Prepare correspondence to community providers detailing the terms of the authorization, appointment date and time, and all pertinent clinical data as instructed by the RN Patient Care Coordinator.
• Prepare correspondence to patients detailing the terms of the authorization, including the provider’s name, location, appointment date, and time.
• Perform weekly validations of authorizations and input, process, edit, and investigate suspended claims in FBCS to ensure accuracy of authorization entry.
• Input or edit community provider information into VISTA as requested by Pharmacy Service.
• Other related duties as assigned.

Position Description Title/PD#:
Program Support Assistant/PD91909A

Physical Requirements:

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

Work Schedule:

Monday – Friday (8:00 am – 4:30 pm) or (7:30 am – 4:00 pm).