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Program Support Assistant

4 months ago

Richmond, United States Veterans Health Administration Full time

Summary

This position is located in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Mid-Atlantic Health Care Network (VISN 6), Richmond VA Medical Center, Social Work Service under the Medical Foster Home (MFH) Program.

Duties

The purpose of the position is to coordinate a wide variety of administrative and clerical tasks associated with maintaining and supporting the clinical and administrative work for the MFH Program with the primary focus on collection, compilation, and tracking of data and statistical information, and report preparation. The incumbent engages in performance improvement, performance measures, workload study, program outcome data, and completing documentation or administrative paperwork required by Medical Center Policies (MCPs) and directives.

Provides administrative and clerical support to the MFH Program Coordinator and the MFH staff. They play a vital role in getting things accomplished through extensive knowledge and understanding of the Richmond VAMC, regulations, policies, contracts, and other tools for organizing and locating resources as it relates to the MFH program.

Receives telephone calls from Veterans/caregivers, MFH field staff, other VA Staff (ie: Primary Care, Mental Health, Geriatrics & Extended Care, and/or community agency staff (ie: Prospective Medical Foster Home owners/managers, Virginia Adult Protective Services workers, Home Health Agency care providers, as well as Veterans, Veteran Caregivers, and Veteran family members) regarding program inquires, patient care concerns, etc., and based upon the knowledge of the MFH Program, refers telephone calls and visitors to the appropriate staff. The incumbent is responsible for preparing, modifying, and routing all authorizations of care for approved services to the MFH caregivers. They resolve problems independently and prioritize and make decisions regarding caller referral(s) based on specific caller needs. The incumbent ensures timely clinical response to Veterans that potentially have an emergent or urgent care need. They interact with customers, family members, visitors and co-workers in a courteous, tactful, helpful manner, exercising professional judgement and diplomacy.
Develops and prepares letters, correspondence and reports to assist with the clinical functions of the MFH staff. They develop and compose reports such as the MFH Monthly report, assist with routing of facility inspection documents, maintaining required program files as outlined in the MFH Program Directive. They use computer programs to type all recurring correspondence, minutes, and reports, maintaining computer files easily accessible by other team members. They review outgoing documents, ensure accuracy and conformance according to VA policy, neatness, clarity, and grammatical accuracy. Serves as the backup timekeeper for the Social Work service ensuring accurate recording of authorized absences, and other related matters, as needed.

Responsible for collecting, compiling, researching and/or tracking of data and statistical information; preparing data/reports; and analysis of trends. The incumbent develops and generates a variety of reports, coordinates incoming and outgoing data from different sources and ensures data entry is complete and accurate. Analyzes trends and assembles data into meaningful and appropriate form for presentations and makes recommendations or conclusions of the data. The incumbent plays an important role in tracking, monitoring, and formatting the standard operating procedures and competencies; establishes protocols for incoming data; organizes and maintains patients' data; maintains an automated system of program-specific data to track suspense items such as project milestones, progress reports, funding accomplishments, compliance strategies, etc.; uses software applications (Microsoft, Outlook, Excel, VISTA, CPRS, CAPRI, VSSC, to draw information from a wide variety of sources in order to prepare reports; and assists in the planning, review, and reporting of data/statistical results of program studies to meet the needs of the program. This includes management of program facility files as outlined in MFH Directive 1141.02(1) for the Medical Foster Home Program.

In addition, will support management of the MFH Program Fund Control Point. They will timely and efficiently forward invoices for payment to the VISN's Payment Operations, ensuring interest payments are not incurred. They will respond to all payment inquires or discrepancies from VA approved Vendors. The incumbent will develop and maintain financial spreadsheets, ensuring appropriate utilization of funds, making certain there are no budget deficits, and be responsible for reporting this information to the MFH Program Coordinator and NIC Social Work Supervisor.

Performs other directly related duties as assigned.

Work Schedule: Monday - Friday, 8am -4:30pm
Telework: Not Authorized
Virtual: This is not a virtual position.
Position Description/PD#: Program Support Assistant / PD015340
Relocation/Recruitment Incentives: Not Authorized