Professional Relations Administrative Assistant

2 weeks ago


Austin, United States Texas Department of Aging & Disability Services Full time
Job Description:
The Professional Relations Administrative Assistant (PRAA) is selected by and accountable to the Professional Relations Unit Manager with the approval of the Medical Relations (MR) Directorate Manager.
The PRAA performs complex administrative support or technical program assistance work to research, resolve and respond to assistance requests from customers. Communicates complex DDS program information to agency staff and the medical community. Responds to routine inquiries, interprets and explains DDS rules, regulations and procedures or refers customers to appropriate staff for assistance. Operates a personal computer and associated software to perform complex typing tasks in order to maintain and update documents, records, spreadsheets, databases, and reports. Accesses e-mail system and automated case processing system (Case Management System) to retrieve, forward, enter, and delete information. Develops and maintains filing and record keeping systems. Assists in compiling and analyzing data and in the preparation of reports. Composes, prepares, and edits routine and special correspondence, reports, studies, forms and documents and routes to appropriate customers. Completes travel vouchers and prepares statistical reports. Assists in disseminating DDS program information to the medical community, DDS employees, and other agency customers. Identifies needs for improvements; assists in developing and writing office operating policies and procedures. Responsible for ensuring adequate office supply inventory is maintained and supplies are ordered in a timely manner. Assists in creating, developing and disseminating program materials, brochures and manuals. Provides training to others, as required. May require occasional travel. Works under general supervision with moderate latitude for the use of initiative and independent judgment. May perform other duties as assigned.
This position occasionally requires work during the weekends, holidays, and before or after normal business hours. DDS employees perform all business functions for SSA, using the federal SSA network and equipment. Homeland Security Presidential Directive (HSPD)-12 security clearance is required. Essential Job Functions:
Attends work on a regular and predictable schedule in accordance with agency leave policy and performs other duties as assigned.
Participates in the planning and execution of DDS program. Researches, problem-solves, and furnishes technical advice to providers identifying best means for electronic submission of reports and assisting with transmission problems. Obtains delayed or incomplete reports and places providers on a "referral hold" status as deemed appropriate for CEP non-compliance with program requirements. Assesses, researches, and prioritizes work so appropriate action can be taken to resolve complex administrative and technical issues associated with providers, examiners, medical reports, and electronic transmission mediums. Researches to identify barriers and assist in resolving problems related to the incomplete or failed electronic submission of CE reports; communicating with providers and/or their staff.
Establishes standards for customer-focused communication and coordination within areas of responsibility, and with all internal and external associates and customers.
Responds to inquiries for information from DDS staff and external customers regarding DDS rules, regulations, policies, and procedures with concise and accurate information. Assists and advises providers and their staff of DDS procedures in responding to complaints received from claimants and representatives. Provides information regarding processes, forms and formats for replies to Medical Relations reviews. Serves as the liaison with state regulatory boards, requesting and receiving information regarding licensure and disciplinary action information for participating providers, and updating the database for tracking purposes.
Intakes, inputs documentation in database, researches, tracks, trends, and reports Medical Relations claimant complaints against CE providers. Records, tracks, and assists in Medical Relations operational reviews. Assists in collecting, compiling, making calculations, and assisting in data analysis. Assist in the preparation and production of reports to reflect findings.
Develops, prepares, edits, and distributes correspondence, reports, studies, forms, and documents. Prepares, interprets, and disseminates information concerning DDS programs and procedures. Researches, composes, designs, or edits DDS Medical Relations publications such as brochures, forms, and manuals.
Assists in the development of unit administrative or technical assistance policies, procedures, and guidelines. Develops, coordinates, and maintains record keeping and filing systems.
Participates in risk-assessments to facilitate identification of potential fraud, waste, and abuse; assists in devising recommendations for program improvements.
Coordinates work between staff, organizational units of Medical Relations, and DDS.
Develops training materials and trains others. Knowledge Skills Abilities:
Knowledge of office management principles, practices, and administrative procedures.
Knowledge of medical terminology and medical practice procedures.
Skill in the use of computer and associated software and hardware.
Skill in preparing standard and non-standard correspondence, reports, studies, forms, and documents.
Skill in the application of the principles and rules of grammar, spelling, and punctuation.
Skill in communicating orally and in writing in a concise, accurate, and diplomatic manner.
Skill in collecting and compiling data, developing, preparing, reporting, and maintaining statistical records/files, and producing data summaries.
Ability to use initiative and independent judgment.
Ability to establish and maintain effective working relationships.
Ability to interpret, implement, and apply operational and administrative rules, regulations, policies, and procedures and evaluate their effectiveness.
Ability to adapt to program changes, fluctuating workloads, and special assignments.
Ability to organize job-related responsibilities, establish priorities, and manage time effectively.
Ability to train others.

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