Job Description

Transportation Assistant

This position is located in the Veteran Transportation Service (VTS) within the Health Administration Service (HAS) at the VA Medical Center, Tomah WI, a level 3 complexity facility. The Transportation Assistant works with the VTS Supervisory Mobility Manager for transportation workload forecasting, scheduling design, procedure development, and quality improvement implementation, modification of processes, evaluation, and ongoing operational flow of the Veteran Transportation Services program.

This position is required to have an overall knowledge of the organization, its mission, goals and impact on patients, personnel, community and the nation. The Transportation Assistant will serve as a primary contact for Veterans, doctors, nurses and administrative staff to arrange travel for eligible Veterans to appointments and residence when appropriate, using laws and regulations to distinguish/ensure reimbursements are legitimate or if fraudulent activity is being conducted by the beneficiary. They must must have some knowledge of clinical services, related software and programs as they relate to computing and office automation.

Major Duties:

• Independently manage the Beneficiary Travel Program.
• Investigates authorizations and orders utilizing Computerized Patient Record System.
• Gathers documentation and forward completed actions for supervisory approval and certification for payment.
• Selects or drafts the appropriate letter explaining the disposition of unauthorized travel claims.
• Explains regulatory guidelines to beneficiaries for submitting unauthorized ambulance claims to the VA for payment consideration.
• Arranges transportation to include air ambulance, commercial air, taxi, ambulance, bus and/or independent transport.
• Corresponds with physician, traveler, and vendor to determine the most economical mode of transportation.
• Prepares documentation and/or scheduling for traveler according to government rates.
• Makes special arrangements documentation according to traveler's medical condition and/or preference.
• Reviews requests for reimbursement of travel costs assuring compliance with regulations and procedures.
• Reconciles vouchers against authorizations.
• Determines eligibility for travel reimbursement prior to preparing certification for payment.
• Prepares travel vouchers for eligible veterans who are receiving travel by cash, check, or electronic payment methods.
• Determines the most economical mode of travel via common carrier, or on a mileage basis for payment.
• Contacts the contractor for dispatch of appropriate vehicle when an ambulance or wheel chair care is required to transport a patient for admission.
• Processes requests for inter-hospital transfers by making transportation arrangements either by common carrier, air ambulance, ambulance or med-car as requested by the provider.
• Utilizes various software programs in processing internal consultations, to review patient data, and process claims for benefits associated with the program.
• Creates, copies, edits, stores, retrieves and prints a variety of correspondence and documents.
• Transmits, receives and acknowledges faxes, electronic mail and messages.
• Receives and answers routine telephone calls, inquiries or refers to staff member.
• Establishes helpful relationships with patients and others and interacts in a courteous manner.
• Provides emotional support, friendly assistance, sympathetic understanding and encouragement to patients and families.
• Effectively communicates with various individuals, patients, visitors and staff both verbally and in writing.

Work Schedule: Full time, Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Transportation Assistant / PD23506A Relocation/Recruitment Incentives: Not authorized Permanent Change of Station (PCS): Not authorized

You must be a U.S. Citizen to apply for this job. Selective Service Registration is required for males born after 12/31/1959. You may be required to serve a probationary period. Subject to background/security investigation. Selected applicants will be required to complete an online onboarding process. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/22/2025. 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.

You will be rated on the following Competencies for this position:

• Communication
• Computer Skills
• Customer Service (Clerical/Technical)
• Interpersonal Skills

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.

The work requires no special physical demands, but will require some physical effort such as standing, walking, bending, or sitting. The employee will be working in various clinical settings throughout the medical center. This is to provide expeditious services to Veterans from the location of their clinic appointments or as determined by the supervisor.

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding.

You will be evaluated for this job based on how well you meet the qualifications above.

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Job Tags

Permanent employment, Full time, For contractors, Seasonal work, Work at office, Relocation package, Monday to Friday,

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