Program Support Assistant

Job Title

Program Support Assistant

Duties

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Duties may include but are not limited to:

• The incumbent will participate actively in the daily operations while maintaining patient confidentiality. Responsible for planning, preparing, coordinating, and accomplishing a variety of program support tasks.
• The incumbent plays a critical role in the overall function of Optometry/Surgery service.
• Works independently to organize office procedures, by identifying required resources, and devising actions to improve and meet the goals and objectives of the service, such as records, directives, mail, or forms management systems.
• Provides excellent customer service to internal and external customers, demonstrating a professional and courteous demeanor.
• Attends, schedules, documents in and maintains huddle boards. Escalates issues as needed.
• Identifies, addresses gaps and needs and works to find solutions to existing dilemmas.
• Reviews directives, standing orders, service line agreements, and standard of procedures to provide information and guidance to staff referencing where such can be found.
• Serves as the necessary point of contact for other employees within the service, as well as for other administrative, clinical and managerial staff and departments throughout VCB.
• Monitors and performs work assignments, provides input on work processes, prioritizes daily work and maintains efficient workflow.
• Monitors optometry consult status by pulling reports and following up on any open consults to ensure action taken and completion.
• Pulls open encounter reports, unsigned notes and unsigned co-signed notes and alerts providers to close. Tracks and monitors to completion.
• Monitors, routes, tracks Optometry peer reviews and FPPE/OPPEs.
• Applies clerical and technical procedures, methods, and techniques in the collection, compilation, and/or tracking of data and statistical information in support of program's operation.
• Tracks and gathers data for Optometry Supervisor and Surgery AO.
• Manages clinical reminder reports and coordinates dissemination of information to providers tracking and reporting compliance. Requests records for administratively closed consults to assure timely resolution for clinical reminders.
• Communicates and works closely with service Program Specialist when equipment and supplies are needed.

Office Automation Support:

• Works independently to control and maintain office and/or information systems such as forms, records, mail distribution, directives or publications, and management systems.
• Uses multiple automated programs and software such as databases, spreadsheets, and graphics in support of administrative and clerical work.
• Compiles readily available data in a presentable manner from a variety of resources and recognizes and corrects obvious discrepancies and data omissions.
• Generates and reviews documents, reports, and/or applications for omissions and inconsistencies, and ensure data entry is complete and accurate.
• Performs ADPAC, timekeeping duties, and travel arrangements primarily for Optometry

Program Support for Surgical Service:

• Monitors message manager messages, escalates if needed, and ensures they are addressed and completed timely.
• Complete all steps required for conducting meetings, including setting up invites, agenda preparation, email notifications, taking notes, transcribing minutes for all meetings and conference calls involving the entire Surgery service.
• Maintains record of service monthly meeting agenda and minutes.
• Routes correspondence.
• Serves as backup ADPAC and RLO to Surgery Service Management Assistant, alternate Timekeeper to Surgery TL, and backup Travel Arranger for Surgery staff.
• Performs other related duties as assigned.

Work Schedule: 8:00 am - 4:30pm (Monday through Friday) Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process. This is an onsite position. Ad-hoc Telework may be offered when deemed necessary by the department. (Employees who telework on an occasional, episodic, or short-term basis, must complete required telework training and a telework agreement.)

Virtual: This is not a virtual position.

Position Description Title/PD#: Program Support Assistant/ PD013680

Physical Requirements: The work is sedentary. Some work may require movement between offices, hospitals, warehouses, and similar areas for meetings and to conduct work. Work may also require walking/standing, in conjunctions with travel to and attendance at meetings and/or conferences away from the work site. Incumbent may carry and lift light items weighing less than 15 pounds.

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized