Program Assistant (OA)
This job opportunity announcement (JOA) will be used to fill three (3) full-time and permanent Program Assistant (OA) vacancies at the Lexington, KY VA Medical Center (VAMC), with Business Office Service. This position is located at the Veterans Affairs Medical Center in Lexington, KY under the Supervisory Program Application Specialist of the Data Validation Unit and aligned under the Chief, Health Administration Service. The incumbent serves as the integrator that coordinates the business process and software functions. The primary functions of this position ensure the business process is in place to support the implementation of new and updated information technology systems. The incumbent serves as the Subject Matter Expert (SME) for matters relating to the Patient Information Management System (PIMS) core package. Duties include but are not limited to:
Ability to interpret rules, regulations, policies, and procedures to make sound decisions, using good judgment. Applies knowledge of medical center organization, functions, specialties, and programs, i.e., Social Work, Nursing, Laboratory, Radiology, etc. Ability to deal with a variety of individuals with tact and diplomacy. Provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients. Prepares and analyzes data, identifies trends and concerns of issues and makes recommendations for improvement and immediately addresses any discrepancies to the attention of the supervisor and/or the Chief of Health Administration. Establishes criteria and ensures implementation when dealing directly with physicians, nurses and medical center service line staff for profile management purposes. Serves as the SME for the Clinic Profile Management process and provides assistance to employees throughout the facility with clinic creations, changes, cancellations and restorations. Assists in deleting/correcting errors in open encounters and ensuring proper workload credit. Develops training materials and presents and disseminates information packages for VA employees. Responsible for entering /editing all scheduling letter types in VistA, pre-appointment, cancellation, no-show and recall letters. Coordinates with the responsible office for medical center workload to ensure the accuracy of the data in VistA erg. clinic provider profiles, PTF, ADT data and provides guidance and specialized support to clinical services to capture required medical information on patients for computer data base input. Acts as a service liaison with staff from other services and develops working relationships while maintaining a close working relationship with various program officials. Demonstrate substantial skills in planning, organizing, problem solving and decision making. Communicates with employees from all service lines, as well as leaders. It is essential that tactfulness and appropriate communication are exercised at all times. Corrects ADT data including treating specialty, admission types and transfers on the patient record when required by patient movement and changes in physician assignment. Other duties as assigned. Work Schedule:
Monday - Friday, 8:
00 a.m. to 4:
30 p.m. Telework:
Is not available. This not a virtual position. Position Description/PD#:
Program Assistant (OA)/PD30144-A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2020. You may qualify based on your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade 04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Extensive knowledge and understanding of Veteran Integrated Systems Technology Architecture (VISTA) packages and applies knowledge to analyze, evaluate, and make recommendations on major aspects of all assigned VISTA and other computer packages. Ability to retrieve, track, analyze, and troubleshoot information needed for reporting to refine information for comprehensive reports, addressing elements such as cost analysis, work measurements, trends, efficiency, effectiveness, and productivity. Knowledge of software is required to train employees, identify inconsistencies, discuss capabilities of computer software feasibly toward meeting objectives. Comprehensive knowledge of software programs e.g. Radiology, Dietetics, Health Summary, CPRS, Laboratory and Pharmacy. Knowledge of VA policies, VA directives, operating procedures, information flow and that of prevailing automated practices in government agencies and the private sector to ensure applications are consistent with the current and planned infrastructure and data environments currently used at the Medical Center. Ability to communicate in a clear, logical, and concise explanation of information both orally and in written format. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above the high school level in a related for which high school graduation or the equivalent is the normal prerequisite is creditable for this position. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 semester hours is creditable toward meeting the specialized experience requirement. . You will be rated on the following Competencies for this position:
CommunicationOrganizational AwarenessPlan and organize workProblem SolvingTechnical Credibility Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Plan and Organize Work - Ability to plan and organize work. Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note:
A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements:
Regular and recurring work is mostly sedentary, although the position requires the ability to occasionally move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Ability to interpret rules, regulations, policies, and procedures to make sound decisions, using good judgment. Applies knowledge of medical center organization, functions, specialties, and programs, i.e., Social Work, Nursing, Laboratory, Radiology, etc. Ability to deal with a variety of individuals with tact and diplomacy. Provides technical guidance necessary to meet procedural, legal, and administrative requirements relating to the care and treatment of patients. Prepares and analyzes data, identifies trends and concerns of issues and makes recommendations for improvement and immediately addresses any discrepancies to the attention of the supervisor and/or the Chief of Health Administration. Establishes criteria and ensures implementation when dealing directly with physicians, nurses and medical center service line staff for profile management purposes. Serves as the SME for the Clinic Profile Management process and provides assistance to employees throughout the facility with clinic creations, changes, cancellations and restorations. Assists in deleting/correcting errors in open encounters and ensuring proper workload credit. Develops training materials and presents and disseminates information packages for VA employees. Responsible for entering /editing all scheduling letter types in VistA, pre-appointment, cancellation, no-show and recall letters. Coordinates with the responsible office for medical center workload to ensure the accuracy of the data in VistA erg. clinic provider profiles, PTF, ADT data and provides guidance and specialized support to clinical services to capture required medical information on patients for computer data base input. Acts as a service liaison with staff from other services and develops working relationships while maintaining a close working relationship with various program officials. Demonstrate substantial skills in planning, organizing, problem solving and decision making. Communicates with employees from all service lines, as well as leaders. It is essential that tactfulness and appropriate communication are exercised at all times. Corrects ADT data including treating specialty, admission types and transfers on the patient record when required by patient movement and changes in physician assignment. Other duties as assigned. Work Schedule:
Monday - Friday, 8:
00 a.m. to 4:
30 p.m. Telework:
Is not available. This not a virtual position. Position Description/PD#:
Program Assistant (OA)/PD30144-A Relocation/Recruitment Incentives:
Not Authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/06/2020. You may qualify based on your experience and/or education as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade 04 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Extensive knowledge and understanding of Veteran Integrated Systems Technology Architecture (VISTA) packages and applies knowledge to analyze, evaluate, and make recommendations on major aspects of all assigned VISTA and other computer packages. Ability to retrieve, track, analyze, and troubleshoot information needed for reporting to refine information for comprehensive reports, addressing elements such as cost analysis, work measurements, trends, efficiency, effectiveness, and productivity. Knowledge of software is required to train employees, identify inconsistencies, discuss capabilities of computer software feasibly toward meeting objectives. Comprehensive knowledge of software programs e.g. Radiology, Dietetics, Health Summary, CPRS, Laboratory and Pharmacy. Knowledge of VA policies, VA directives, operating procedures, information flow and that of prevailing automated practices in government agencies and the private sector to ensure applications are consistent with the current and planned infrastructure and data environments currently used at the Medical Center. Ability to communicate in a clear, logical, and concise explanation of information both orally and in written format. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed four years of education above the high school level in a related for which high school graduation or the equivalent is the normal prerequisite is creditable for this position. This education must have been obtained in an accredited business, secretarial or technical school, junior college, college or university. One year of full-time academic study is defined as 30 semester hours, 45 quarter hours, or the equivalent in a college or university, or at least 20 hours of classroom instruction per week for approximately 36 weeks in a business, secretarial, or technical school. OR, Combination:
Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond 60 semester hours is creditable toward meeting the specialized experience requirement. . You will be rated on the following Competencies for this position:
CommunicationOrganizational AwarenessPlan and organize workProblem SolvingTechnical Credibility Communication - Expresses information (for example, ideas or facts) to individuals or groups effectively, taking into account the audience and nature of the information (for example, technical, sensitive, controversial); makes clear and convincing presentations; listens to others, attends to nonverbal cues, and responds appropriately. Organizational Awareness - Knows the organization's mission and functions, and how its social, political, and technological systems work and operates effectively within them; this includes the programs, policies, procedures, rules, and regulations of the organization. Plan and Organize Work - Ability to plan and organize work. Problem Solving - Identifies problems; determines accuracy and relevance of information; uses sound judgment to generate and evaluate alternatives, and to make recommendations. Technical Credibility - Understands and appropriately applies principles, procedures, requirements, regulations, and policies related to specialized expertise. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note:
A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements:
Regular and recurring work is mostly sedentary, although the position requires the ability to occasionally move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https:
//www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
- Department:
0344 Management And Program Clerical And Assistance - Salary Range:
$34,916 to $45,393 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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