Job Details

Job Title

Program Support Assistant

Duties

The duties include, but are not limited to:

• Facilitate the movement of patients between VA facilities, ensuring all necessary documentation, approvals, and transportation arrangements are in place.
• Incumbent plans, organizes, and coordinates all administrative aspects of the Transfer program.
• In conjunction with the clinical coordinator of the program, the incumbent ensures the appropriateness of transfer to and from other VA facilities.
• Acts as the liaison between the clinical and administrative staff within the CMCVAMC and other medical facilities. Coordinates and plans itineraries for meetings and as needed and ensures that all participants are kept abreast of changes in guidelines and problems encountered.
• Participates in an administrative advisory role in facility and inter-facility meetings and advises and assists medical center managers in problem resolution.
• Serves as the primary point of contact for inquiries related to patient transfers, providing timely and clear information to internal and external stakeholders.
• Assist with scheduling, documentation, and other administrative tasks as needed to support the overall function of the Patient Transfer Office.
• Assist Transfer Coordinator, Bed Control Office, Traveling Veteran Coordinator with loading/registering patients into CMCVAMC system from other VA locations or non-VA Transfers.

Data Management 30%

• Maintain accurate records of patient transfers, including tracking and analyzing data to improve transfer process outcomes.
• Analyzes administrative, budgetary and equipment problems and implements corrective actions as needed in resolving controversial situations. Take appropriate action or make specific recommendations which enable the clinical transfer coordinator to respond administratively to problems as they are presented.
• Responsible for the day-to-day accuracy of patient transfer reports and varied financial accounting reports related to inter-facility patient cost transfers. Ensures accuracy of the Inter-Facility Transfer Programs monitoring and accounting systems, which consists of patient transfer activities.
• Collects and analyzes data to ensure quality and timeliness of work performed by the program staff to meet the needs of Inter-Facility Transfer patients.
• Maintains accurate data pertaining to tracking patients and services provided for transfer patients and Traveling Veterans.

Program Improvement 20%

• Identify opportunities for process improvements and implement best practices to enhance the efficiency and quality of the Patient Transfer Office operations.
• Plans, coordinates, and evaluates best practice methods for transporting patients for inpatient and outpatient procedures.
• With input from the Inter-Facility Transfer Coordinator, assesses the training needs of the technical and administrative staff within the medical center as they relate to the transfer process. Prepares training materials and maintains records of such training.

Policy Compliance 10%

• Ensure all patient transfers comply with VA policies, procedures, and regulatory requirements, safeguarding patient privacy and confidentiality.
• Develops and continuously monitors administrative guidelines of the inter-facility transfer program and coordinates with other facilities to ensure continued compliance with guidelines and directives.
• Interprets and applies VA directives to the Inter-Facility Transfer Program as they relate to provision of patient care, eligibility reform, and VA financial management programs. Coordinates all interactions with other VA facilities to ensure patient records are appropriately documented to accurately indicate treatment provided by the CMCVAMC.
• Plans, coordinates, and evaluates in-service education programs, and provides orientation for new medical center personnel on program policy and procedures.

Work Schedule:

Monday-Friday 0730-1600

Position Description Title/PD#: Program Support Assistant/070260

Virtual: This is not a virtual position.

Physical Requirements:

Regular and recurring work is mostly sedentary involving sitting at a desk, although the position requires the ability to 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.