Program Support Assistant (OA)

Program Support Assistant (OA)

This position is located in VA Northern California Health Care System performing a variety of clerical, administrative and technical duties/responsibilities in support of management with the intent of accomplishing the administrative responsibilities of the sections within Surgical Service. Provides primary coverage and cross-coverage as assigned to the Eye Care Services, Urology, General Surgery, Vascular, Podiatry, Orthopedic, GYN or other Surgical Service sections. Major duties and responsibilities include but are not limited to:

• Serves as a program support assistant demonstrating excellent communication skills which reflect a competent, professional, and compassionate response to the needs of the patient and providers.
• The work involves a high degree of complexity since incumbent must have a general knowledge of medical center operations. Must be able to correctly interpret and implement guidelines. Must be willing to actively handle problems and deviations in accordance with practices and policies. Must possess the ability to present ideas, findings, and recommendations in person and in writing. Must be a tactful person who can solve problems and can work out solutions with the many varied types of people who the incumbent has daily contact with, i.e., veterans, families, professional staff, administrative staff, etc. Incumbent schedules clinic appointments using Veterans Health Information Systems and Technology Architecture (VistA) and VS E scheduling options and Recall Software. Uses established business rules to schedule appointments for veterans and comply with the principle of Advances Clinic Access. Must be able to multitask and use Microsoft Teams efficiently for communications and meetings.
• Assist with onboarding of employees including but not limited to woe, per-diem, Fee-Basis, part­time and full-time physicians and other employees. Activities to include ADPAC duties requiring knowledge of IT processes, gathering and submitting documents from employees, submitting pharmacy cards. Assistance with HR processes including MSS requests and taking training to further assist surgical administration. Assist providers and affiliate staff with VISTA electronic signatures, CPRS and other accounts. This may require correspondence with multiple services: human resources, privileges & credentials, payroll and occupational health. Assist with the ongoing credentialing process for OPPE, FPPE and credentialing process.
• Maintains a clinic calendar for personnel leave, submits clinic cancellations when necessary due to provider leave. Identifies opportunities for opening clinics to increase access. Incumbent exercises expert knowledge of clinic scheduling; dates, time, and location.
• Special procedures which require greater attention to detail including perioperative appointments will be assigned specifically to the incumbent to schedule and maintain. This may include CPRS chart review and interdisciplinary coordination of Operating room/Procedural space and necessary supplies and medications. This will involve correspondence with Sterile Processing Services, Nursing, Pharmacy and other Surgical Service Units.
• Responsible for preparation and submission of monthly or quarterly analytical and interpretive reports as required by their assigned Sections. These include primarily Ongoing Professional Practice Evaluation (OPPE), Focused Professional Practice Evaluation (FPPE) reports, and credentialing files.
• Performs all aspects of timekeeping for Surgical Service. Enters employee work tours, accurately and timely posts tours of duty, annual leave, sick leave, authorized absence, etc. in the VA Time and Attendance System (VATAS) in a timely manner. This includes having knowledge of regulations and required procedures for part-time physicians with fixed tours or with adjustable hour tours.
• Reviews training and travel requests for completeness and eligibility; advises employees on the status of the training and travel requests and follows-up with the employees to ensure understanding of training/travel requirements. He/she will be responsible for assisting staff with processing education requests for authorized absences, CTRAPS and coordination with fiscal to arrange travel in the CONCUR Travel Solutions System. Incumbent assists supervisors and employees in identifying training needs, provides information on all aspects of the training /travel request and approval process and follows-up to ensure projected training/travel needs are planned and scheduled.

Work Schedule: M-F, 8:00 am - 4:30 pm.

Compressed/Flexible: Not Authorized

Telework: Not Authorized

Virtual: This is not a virtual position.

Position Description/PD#: Program Support Assistant (OA)/01496-O