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Program Support Assistant

Company: Veterans Affairs, Veterans Health Administration
Location: Lexington
Posted on: May 28, 2023

Job Description:

Summary Program Support Assistant for the Medicine Service at a dual division VA Medical Center. The Hospital is a large complex, tertiary care, and affiliated research facility. Program Support Assistant works closely with associate administrative staff to use facility databases and software programs that support the Medicine Service throughout the Medical Center and throughout the medical center. Responsibilities Program Support Assistant provides information applicable to Medical Service for various quality assurance programs. Summarizes collected data, composes detailed reports of quality assurance activity, trending those categories specified by the Joint Commission. Program Support Assistant serves as liaison for Medical Records. Duties include maintaining a list of required certifications (eg. BLS, ACLS, Moderate Sedation, OORAM, etc.) such as OPPE/FPPE and weekly medical record reports and notifying housestaff and attending physicians of delinquent medical records. Responsible for ensuring that the Provider list is maintained and kept up to date - adding new physicians/house-staff and deleting physicians/house-staff as they finish their training, etc. Assist with maintaining and updating as needed the current on-call schedules to ensure accuracy. Independently coordinates and implements training of all Medical Service employees, physicians residents, students, nursing staff, and contractors in data input and retrieval for all computerized medical record and medicine packages, facility-utilized VistA and Outlook programs, appointment management packages, etc. Obtains and processes applications for computer access/verify codes for all Medical Service staff, physicians, residents, students and other facility staff. Program Support Assistant trouble shoots software and hardware malfunctions, problem solves, and determines appropriate action(s) required to correct. These actions may range from working with the Information Management staff or Clinical Application Coordinators or contacting the local and national programmers for agency-wide resolution. Independently performs maintenance and external care of computer equipment to avoid disruption in the timely flow of administrative and patient-related work. Coordinates repair and maintenance of existing and new equipment, as well as the installation of compatible hardware. Incumbent assesses computer hardware and setup needs, which includes furniture, surge protection and backups, computer lines and jacks. Analyzes, interprets and manages all reports and data generated from the Medical and other clinical packages, reviewing for accuracy, format and data validation. Analyzes data, looking for trends or problems and advises higher level management on findings. Identifies, interprets and implements new and revised policy and procedure regulations pertaining to the automated data processing system. Determines and compiles complete data for recurrent monthly and annual reports, reflecting both clinical and administrative aspects of patient care. Reviews existing reports and data collection to eliminate, combine, improve them, reduce, or increase the frequency of their submission. Reviews proposed new or revised reports to determine if they are needed, whether they can be simplified or consolidated with existing reports and if improvements in the instruction for preparation are required. Acts as the information security coordinator for Medical Service, providing all mandated training within required timeframes, and ensuring procedures are developed and implemented to preserve the privacy and integrity of all computer data through menu management. Monitors, documents, investigates, and evaluates security incidents to ascertain trends and to recommend appropriate corrective actions to the Service Chief, the Information Security Officer, and medical center management. Serves as alternate Timekeeper for staff and assists with Housestaff record-keeping in VistA. Incumbent provides program support assistance as assigned by the Administrative Officer and/or Business Manager, Medical Service Work Schedule: Monday - Friday 8:00 am-4:30 pm Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD302650 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA. Selective Service Registration is required for males born after 12/31/1959 You may be required to serve a probationary period Subject to background/security investigation Selected applicants will be required to complete an online onboarding process Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/26/2023. 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 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. Examples of appropriate SF-50s include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50s at the highest grade held with an effective date more than one year old. In addition to meeting the time-in-grade requirement, applicants must meet the following specialize experience: SPECIALIZED EXPERIENCE: Applicants must have one (1) full year of specialized experience equivalent to at least the next lower grade in the normal line of progression for the occupation in the organizationGS-07 grade level: One year of specialized experience (equivalent to the GS-06 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: Processing correspondence, memorandums, suspenses, and other forms of written communication to ensure appropriate and timely routing and grammatical correctness; serves as database manager and interpreter of the software packages; update Medicine Sharepoint site; maintains a list of required certifications; official Timekeeper for the service; and edit letters, composes letters and reports, reviews correspondence for accuracy. There is no educational substitution for the GS-07 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. 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. Education Additional Information COVID-19 Pandemic Expanded Telework Program - Due to COVID-19, VA is currently in an expanded telework posture. If selected, you may be expected to temporarily telework, even if your home is located outside the local commuting area. Once employees are permitted to return to the office, you will be expected to report to the duty station listed on this announcement. Management officials will provide information about returning to the official, pre-pandemic worksite, when applicable. At that time, you may be eligible to request to continue to telework depending upon the terms of your organization's telework policy and the duties of the position. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be well-qualified, applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors if applicable, and must be proficient in most of the requirements of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website which can be found at https://www.opm.gov/. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application.

Keywords: Veterans Affairs, Veterans Health Administration, Lexington , Program Support Assistant, Other , Lexington, Kentucky

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