Summary The Program Support Assistant is located within the VA Medical Center, in the VA Community Care (VACC) Section of Integrated Access Service. The primary function of this position is to provide support with the administrative and clerical operations of coordination of community care, including the authorizing and processing of consults for community care at the expense of the Department of Veterans Affairs. Responsibilities The Cincinnati VA Medical Center (CVAMC) is a two-division campus located in Cincinnati, OH and Fort Thomas, KY serving 15 counties in Southwest OH, Northern Kentucky, and Southeast Indiana with 6 Community Based Outpatient Clinics located in Bellevue, KY; Florence, KY; Lawrenceburg, IN; Hamilton, OH; Clermont County, OH, and Georgetown, OH. The CVAMC also supports two off main campus locations in the Cincinnati area via an Eye Center and Mental Health Outreach Community Division. Major Duties: Creates authorization for payment of community care in the Fee Basis Claims System (FBCS) or alternative software system with pertinent information including the community provider's name, address, category of care, obligation number, number of visits, purpose of visit, and length of authorization. Provides administrative support to ensure all pertinent information is transmitted to appropriate parties for community care that is authorized under any other funding source. Electronically uploads all pertinent clinical and administrative data to a third-party administrator as appropriate. Serves as an administrative point of contact in the request, coordination, and authorization for community care consults. Works collaboratively with VACC RN Patient Care Coordinators, VACC Program Analysts, other VA staff and Community Care providers. Receives, handles, and transfer calls appropriately with regard to telephone inquiries from numerous sources including patients, other VA staff, and community providers concerning items including but not limited to: authorization terms, appointment status and billing/claims status. Prepares correspondence to be sent to community providers that includes details about the terms of the authorization, the appointment date and time, and all pertinent clinical data as instructed by the RN Patient Care Coordinator. Prepares correspondence to be sent to patients that includes details about the terms of the authorization, including the provider's name and location and appointment date and time. Performs weekly validations of authorizations and input, process, edit and or investigate suspended claims in FBCS to ensure accuracy of authorization entry. Inputs or edits community provider information into VISTA as requested by Pharmacy Service. Other related duties, as assigned Work Schedule: Monday - Friday (8am - 4:30pm) or (7:30am - 4pm) Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant/PD91909A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Authorized Physical Demands: Regular and recurring work generally involves sitting at a desk and sitting in conferences and meetings except for occasional visits to facility work sites. Occasional use of automobiles and public conveyance may be required. No special physical exertion is required. Incumbent may be required to travel between main campus, Fort Thomas Division, and six Community Based Outpatient Clinics (CBOC). Requirements Conditions of Employment 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) 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. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/05/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. GS-06 grade level: One year of specialized experience (equivalent to the GS-05 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes: Providing administrative support to a team, including but not limited to timekeeping, receiving and responding to phone calls, emails, and other messages, using electronic filing systems, possess the knowledge to research and review available records and locate required documentation form a variety of sources. Using various Microsoft Office programs, online database programs, and office equipment. Working independently, complying with internal and external deadlines, and assisting in department problem-solving. Preparing reports, assisting in planning, reviewing data. Following SOP's, directives, and other training, ensuring work is compliant with regulatory procedures. Skilled in interpersonal communication is required including the ability to handle agitated and/or confused clients to properly present information about available benefits either determining the nature of their inquiry or needs. Skilled in interpersonal communication is required including the ability to handle agitated and/or confused clients to properly present information about available benefits either determining the nature of their inquiry or needs. Knowledge of the privacy program and ensuring health information is kept confidential and protected at all times in accordance with applicable privacy statutes. Preferred Experience: N/A 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. 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/. Education There is no educational substitution at this grade level. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/.
