Program Support Assistant

3 weeks ago

Lexington, United States Veterans Health Administration Full time

Summary

This position serves as a Program Support Assistant (PSA) to provide administrative, clerical, and technical support. The work mostly follows a sequence of steps or processes that the employee can follow without supervisory assistance. The incumbent serves as point of contact for patients, medical center staff, community agencies, and various others who contact the Ambulatory Care.

Duties

Duties may include, but are not limited to the following: Analyzing program specific reports from various databases; software applications to draw information from a wide variety of sources including the VSSC; tracking statistical information in support of program operations; preparing VISN wide reports: designing detailed charts and graphs; and conducting special management studies requiring written presentations of finding, recommendations, forecasts, and justification; access status or outcomes in relation to established performance measures, goals, and objectives; receives and processes documents and reports in accordance with established procedures. Identifies issues, problems, or conditions and seeking alternative solutions based on evaluation of the intent of applicable rules, regulations, and procedures. Tracks and trends issues related to program effectiveness and role implementation as defined by national protocols. Provides direct assistance to the staff to include being responsible for helping to assure that all staff members are aware of current clinic titles, notes, coding, and other operational documentation. Utilizes statistical data to compile a monthly workload report(s) for all program staff. Participates in performance improvement activities related to the program quality improvement process. Performs various clerical duties in support of the program. Performs timekeeping duties, acts as TMS administrator, updates SharePoint, interview setup with VANTS line, answers phone(s), secure messaging and voicemail; provides mailing services to include a variety of letters, fliers, enrollment/discharge information, email/faxing, copying and inter-office supplies, enters work orders, compiles enrollment folders, responds to Veterans calls regarding general inquiries. Supports assigned committees or councils by completing, distributing and posting minutes and agendas. Maintains calendar and assist the Nurse Manager with all administrative functions. The incumbent will interface and be considered as an expert on a variety of computer software programs such as Microsoft Word, Excel, Skype, PowerPoint, Access and will be highly proficient in the use of VISTA, CPRS for purposes of preparing reports, documentation, data tracking, record keeping, and assisting patients and staff. Performs word processing, file management , Excel spreadsheets and uses communication tools such as MS Outlook. Incumbent will perform Non-Responder (NR); maintain and update Patient, Consult and NR Databases and assists in planning, reviewing, and reporting of data/statistical results of program studies. Accurately calls and processes NR information, documents and reports in accordance with established procedures to include fliers and letters and provide updates to various databases. Performs/Runs monthly reports. Acts as consultant to program team members with regards to administrative matters. Performs maintenance on databases, independently resolves technical equipment problems/issues with patients, caregivers, and vendors. Communicates problems/issues with staff, Nurse Lead, and Nurse Manager. Learns to use equipment from a variety of vendors as program expands. Plan, implement, carry out, and advise on various activities relative to quality management/improvement. Analyze and solve problems in a positive, goal oriented manner to provide clear, well-defined recommendations to resolve all or most of the unusual situations without supervisory referral through a variety of interpersonal skills and program knowledge. Input and data retrieval as required. Demonstrates the ability to fully communicate in a positive professional manner verbally and in writing with a variety of people from different backgrounds and different levels of understanding. This may include clerical, technical, administrative and professional (medical and non-medical) people at all levels. Incumbent functions under the immediate supervision of the Program manager (Nurse Manager) and under the general directions of the nurse lead
Work Schedule: Full Time
Telework: This position is not eligible for Telework.
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant (OA) / PD303730
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required

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