Program Support Assistant – Home Based Primary Care

Summary

The Program Support Assistant assists VA Western Colorado Health Care System (WCHCS) with meeting national and VA regulatory requirements and standards for services. This position is organizationally aligned under Chief of Geriatrics, Extended Care & Rehabilitation with assignment to Home Based Primary Care (HBPC).

Duties

• Duties may include but are not limited to: Ensures administrative coordination processes are in place to maintain current and new implementation of health care needs of Veterans in areas assigned.
• Functions as the expert source of information related to eligibility for Veterans.
• Provides administrative, clerical, program, and technical assistance in the areas of day to day operations and program planning/evaluation to assist staff with understanding and following processes, regulations, and services polices.
• Determines action needed by clinical staff with comprehensive tracking to ensure timely completion and resolution and refers significant problems for resolution.
• Establishes and continually reviews, updates, and develops complex administrative procedures that affect the orderly and efficient flow of work with parties and services outside the facility.
• Maintains evidence-based tracking data registries to ensure all service goals and objectives are being accomplished and performance measures are being met.
• Responsible for planning, organizing, coordinating, implementing, directing, integrating, and evaluating data collection and evaluation mechanisms related to performance improvement initiatives; Assist HBPC in ensuring that all new staff receive New Employee Orientation and that new patient care providers receive appropriate New Provider Orientation to HBPC and associated processes and performance measures.
• Responsible for referral to outside facilities when necessary and collaborates with internal departments related to eligibility and referrals.
• Develops collaborative relationship with other departments that provide ongoing supportive services for HBPC.
• Demonstrates ability to utilize computer software by managing data collection, retrieval and tabulation of statistics.
• Generates reports when requested.
• Develops new data collection programs with assistance from IT for new local, regional, and national reports requested.
• Functions as the designated Program Support Assistant to HBPC and department staff meetings.
• Formats and distributes minutes, memos, and hospital bulletins.
• Maintains calendars and coordinates meetings for HBPC Program Manager and HBPC staff as relates to their respective role and hospital committee membership.
• Functions as the Control Point Clerk for HBPC, processing all requests for education materials, supplies, medical equipment, and other items as needed.
• Processes and facilitates appropriate distribution of all incoming correspondence, and ensures timely follow-up, if required.
• Processes incoming phone calls for HBPC Program Manager and appropriately intervenes as necessary.
• Maintains and processes travel vouchers and reimbursement for HBPC Staff.
• Reviews and maintains durable medical equipment (DME).
• Coordinates clinical interdisciplinary communications.
• Coordinates clinical product review committee requests.
• Coordinates follow-up and serves as the point of contact for all referrals outside the VA medical Center: schedules appointments, communicates effectively with patients and staff regarding procedures and processes, obtains results reports, informs appropriate VA staff of pertinent issues and additional needed tests/studies/follow-up, directs and monitors follow-up.
• Assists HBPC Program Manager in implementation of strategies to increase performance measure compliance through result tracking, reminder system, and process facilitation with all service lines.
• Plans, schedules and coordinates with internal and external customers outreach events to honor, support, and educate Veterans and the community of the service of Veterans.
• Performs other related duties as assigned.
• Work Schedule: Monday through Friday – 7:30 a.m. to 4:00 p.m.
• Virtual: This is not a virtual position.
• Position Description/PD#: Program Support Assistant – Home Based Primary Care/PD138710 Relocation/Recruitment Incentives: Not authorized.
• Critical Skills Incentive (CSI): Not approved.
• Permanent Change of Station (PCS): Not authorized.

Requirements

You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.

Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents).

Effective May 7, 2025, driver’s licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) Most recent SF-50 if you are a current or former Federal employee -Official Notification of Personnel Action (SF-50) noting your current position or most recently held position, tenure, type of position occupied, grade level and duty location. For current Federal employees, the SF-50 must be effective the first pay period of the current year or later. As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest.

In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Education

There is no educational substitution at this grade level. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

How You Will Be Evaluated

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position: Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration.

Cheating on the online assessment may also result in your removal from consideration. 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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

Required Documents

• To apply for this position, you must provide a complete Application Package which includes: Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter DD-214/ Statement of Service Disability Letter (Schedule A) Disability Letter (VA) License Other (1) PCS Orders Performance Appraisal Professional Certification Resume Separation Notice (RIF) SF-15 SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee – For current Federal employees, the SF-50 must be effective the first pay period of the current year or later.
• AND An SF-50 showing your time-in-grade eligibility must be submitted with your application materials.
• If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement.
• In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade.
• Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate Time in Grade SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date that occurred more than one year from the closing date of the JOA; or SF-50s at the highest grade held with an effective date that occurred more than 1 year from the closing date of the JOA.
• Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire.
• You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.).
• If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation.
• Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form.
• Documentation is required to award preference.
• For more information on Veterans' Preference, please visit Feds Hire Vets – Veterans – Job Seekers – Veterans' Preference.
• Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).
• It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons.
• Wearing a face mask is required when an exemption to the influenza vaccination has been granted.
• HCP in violation of this directive may face disciplinary action up to and including removal from federal service.
• HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties.
• VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.
• HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.
• HPTs may be paid or unpaid and include residents, interns, fellows and students.