Program Support Assistant (OA)

Job Title Program Support Assistant (OA) Duties The primary purpose of the work is to ensure clerical, administrative and programmatic day-to-day operations of the HBPC Program have the necessary data and processes in order to provide high-quality patient care. Serves as the subject matter expert (SME) and point of contact for clerical, administrative, and technical HBPC program tasks and takes successive steps to independently resolve conventional issues within the scope of work. Schedules meetings at the request of the program director, develops an agenda to include all necessary data to be reviewed, and completes the minutes following station policy (ie: daily HBPC/GEC huddles, weekly HBPC/GEC team meetings, local VAMC meetings, etc.) Ensures all providers within the HBPC program have the appropriate access, competencies, training, and safety protocols. Assists management by ensuring all clinical operations are in accordance with HBPC program, Joint Commission, and VA standards. Responsible for maintaining and distributing meeting minutes to respective staff members. Provides input in meetings and collaborates with team members on special projects to resolve issues and/or improve program operations. Maintains calendars and coordinates meetings for HBPC staff and leadership. Prepares memoranda, letters, and other forms of correspondence in final form. Processes and facilitates appropriate distribution of all incoming correspondence and ensures timely follow-up. Processes incoming phone calls for HBPC and assures critical calls/needs are forwarded appropriately. Assists in the creation of spreadsheets, charts, graphical presentations, and other visual aids when needed. Performs work involving the collection, compilation, tracking, reporting and/or management of statistical information in support of HBPC Program operations. Tracks and trends issues related to the HBPC program. Utilizes statistical data to compile monthly reports, as requested, for the HBPC Program Director. Coordinates incoming data from a variety of sources including, but not limited to Military Treatment Facilities, VA/Department of Defense (DoD) liaisons, and other VHA facilities. Enters pertinent information into an automated tracking system. Maintains automated system of program-specific data to track items such as, but not limited to, completed transfers, patient transfer status, liaison activity, project milestones, progress reports, compliance strategies, etc. Corrects, and resolves inconsistencies between Computerized Patient Record System (CPRS), Veterans Health Information Systems and Technology Architecture (VistA), and patient data. Maintains patient data in support of program activities. Creates and maintains a database of active HBPC patient rosters. Send reports and correspondence to necessary stakeholders. Performs other duties as assigned. Work Schedule Monday - Friday, 8am - 4:30pm Telework Not Authorized Position Description/PD#: Program Support Assistant (OA) / PD502440 Relocation/Recruitment Incentives: Not Authorized