Program Support Assistant

Veterans Health Administration • Fort Thomas, KY

4d • Onsite

About The Position

The Program Support Assistant works within the VA Medical Center’s VA Community Care (VACC) Section of Integrated Access Service. The position provides administrative and clerical support for coordinating community care, including authorizing and processing consults for care provided at the Department of Veterans Affairs’ expense. The role supports the Cincinnati VA Medical Center and its divisions, outpatient clinics, and other off-campus locations.

The assistant serves as an administrative point of contact for community care requests, coordination, and authorizations. The role involves working with VA care coordinators, program analysts, other VA staff, patients, and community providers; handling related inquiries; preparing correspondence; and maintaining accurate authorization and provider information. The schedule is Monday through Friday, either 8:00 a.m.–4:30 p.m. or 7:30 a.m.–4:00 p.m. This is not a virtual position. The work generally involves sitting at a desk or in meetings, with occasional visits to facility work sites and possible travel between the main campus, Fort Thomas Division, and community-based outpatient clinics. Occasional use of automobiles or public conveyance may be required; no special physical exertion is required.

Requirements

• One year of specialized experience equivalent to the GS-05 level, including administrative support to a team; handling calls, emails, and other messages; using electronic filing systems; and researching records and locating documentation from multiple sources.
• Experience using Microsoft Office programs, online database programs, and office equipment.
• Ability to work independently, meet internal and external deadlines, and assist with departmental problem-solving.
• Experience preparing reports, assisting with planning, and reviewing data.
• Ability to follow standard operating procedures, directives, and training and ensure work complies with regulatory procedures.
• Interpersonal communication skills, including the ability to handle agitated or confused clients and determine the nature of their inquiries or needs while presenting information about available benefits.
• Knowledge of privacy requirements and ability to keep health information confidential and protected in accordance with applicable privacy statutes.
• For current federal employees and certain former federal employees applying for a GS-6 position, meet the applicable time-in-grade requirement of 52 weeks at GS-5 and submit supporting SF-50 documentation.
• Must be a U.S. citizen.
• Complete the required application steps and online assessment.
• Selective Service registration is required for males born after December 31, 1959.
• Subject to background and security investigation and completion of online onboarding and pre-employment identification requirements.
• Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
• Serve a one-year probationary period or two-year trial period, as applicable.

Responsibilities

• Create community-care payment authorizations in the Fee Basis Claims System (FBCS) or alternative software, entering relevant provider, care, obligation, visit, purpose, and authorization-duration information.
• Provide administrative support to ensure information is transmitted to appropriate parties for community care authorized under other funding sources.
• Electronically upload relevant clinical and administrative data to third-party administrators as appropriate.
• Serve as an administrative point of contact for requesting, coordinating, and authorizing community care consults.
• Work collaboratively with VACC RN Patient Care Coordinators, VACC Program Analysts, other VA staff, and community-care providers.
• Receive, handle, and route telephone inquiries from patients, VA staff, and community providers about authorization terms, appointment status, and billing or claims status.
• Prepare correspondence for community providers with authorization terms, appointment details, and clinical information as instructed by the RN Patient Care Coordinator.
• Prepare correspondence for patients with authorization terms, provider name and location, and appointment date and time.
• Perform weekly authorization validations and enter, process, edit, or investigate suspended FBCS claims to ensure accurate authorization entries.
• Enter or edit community-provider information in VISTA as requested by Pharmacy Service.
• Perform other related duties as assigned.

Benefits

• Federal employee benefits package; specific benefit eligibility depends on position type and other factors.
• VA may offer newly appointed federal employees credit for qualifying job-related non-federal experience or active-duty uniformed military service when determining annual-leave accrual, subject to approval.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed