Program Support Assistant

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 providers name address category of care obligation number number of visits purposeof 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 providers 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.

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• Selective Service Registration is required for males born after 12/31/1959
• 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 ( Effective May 7 2025 drivers licenses or state-issued dentification 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)

• 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.

Qualifications

To qualify for this position applicants must meet all requirements by the closing date of this announcement 02/09/2026.

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 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.

You may qualify based on your experience described below:

Specialized Experience: Have one-year specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized would typically include but are not limited to:

• 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 SOPs 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.

• Clerical
• Computer Skills
• Customer Service