Administrative Specialist

Job Title

Administrative Specialist

Duties

The duties include, but may not be limited to the following:

• Performs management analyses
• Research projects and provides advisory services on technical compliance
• Data integrity, and achievement of numerous and varied performance measures for Primary Care Service Line management and subordinate clinics
• Work reviews compliance and data integrity; includes numerous and varied performance measure activities, and PACT Team processes, with emphasis on systems redesign and improvement across local primary care sites
• Analyses, recommendations, and solutions are produced using a variety of tools including VSSC reports, Pyramid Analytics, VistA reports/program functions and Microsoft Office
• Resulting data includes trending and identifying gaps/discrepancies to assess program compliance and propose changes and/or improvements based on the completed analysis
• Conducts engineered time standard studies of clerical, technical and professional functions related to primary care teams and activities

• Management of patient panels in primary care through consistent use of PCMM supports system redesign and allows facilities to provide improved healthcare delivery for patients through their assigned PCPs and PACT teams within the system
• Ensures the integrity and accuracy of Asheville VA's PCMM database for Primary Care
• Works with clinic support staff, clinic managers, clinical service chiefs, CBOC, DSS, VISN and headquarters staff to maintain the integrity of this program and data and is involved in local reviews leading to recommendations that may impact PCMM application processes
• Provides input to the Primary Care Service Line, VISN and national program managers on process challenges, program issues, and other problems for correction and/or improvement
• Establishes and manages PCMM team and position set ups for Primary Care and specialty PACT teams
• Sets maximum panel sizes (based on analysis of provider licensure, FTE, patient intensity, support staff, treatment rooms and specialty PACT adjustment factors), program clinical alert notification levels, and establishes preceptor to associate provider links
• Monitoring and maintaining provider profiles, monitoring panel sizes, oversight and correction of transmission efforts, and review/recertification of incorrect patient assignments, ensuring timeliness and accuracy of data input, monitoring tracking and management of any primary care Electronic Wait Lists (EWL) and identification and appropriate disposition of patients with duplicate PCMM assignments
• Provides advice to all staff involved with PCMM, troubleshooting, and coordinating processes
• Trains, directs, and assists Primary Care administrative staff in the assignment of patients to PACT teams and removal of patients from the database when discharged from Primary Care

• Establishes, monitors, and maintains clinic profiles for Primary Care. Advises medical/administrative staff on creating new clinic profiles or making changes to established clinics
• Proper configuration of clinic profiles in the Medical Center computer system has direct bearing on scheduling, flow, and processes within individual clinic, how workload is captured, and effective reimbursement of Medical Care Cost Finance (MCCF) funds
• Works with MCA staff and clinical services to ensure the clinic stop code information corresponds with the MCA stop code identifiers
• Coordinates with MCCF staff to determine if clinic services are billable and verifies with Health Information Management Section (HIMS) that the appropriate ICD-10 and CPT codes are entered on the electronic encounter form setup
• Ensures that Advanced Clinical Access is incorporated into all profiles within Primary Care

• Functions as the backup to the ADPAC offering technical advice on VistA application(s), including associated menus, options, security keys, and files
• As necessary, is the liaison to OI&T on PCs, ADP equipment (printer, scanners, etc.), Microsoft Windows software, VistA applications, and related information technology issues
• Provides and or coordinates training on VistA applications
• Troubleshoots hardware and software problems using guidelines, procedures, and policies
• Establishes, monitors, and maintains the PACT Team clinic profiles for Primary Care
• Offers advice to the medical/administrative staff on creating new clinic profiles or making changes to established clinics

Performs other duties as assigned.

Mon-Fri 7:30AM-4:00PM

This is not a virtual position. Position Description/PD#:

Administrative Specialist/ PD04437A

Not Authorized

Not Approved

Not Authorized