Administrative Professional 3 - Scheduling Unit (20014295) - Hybrid

Our mission at the Ohio Department of Health (ODH) is advancing the health and well-being of all Ohioans. Our agency is committed to building a modern, vibrant public health system that creates the conditions where all Ohioans flourish.

The Ohio Department of Health supports a hybrid teleworking model. This position may work a hybrid schedule at the discretion of the manager or supervisor, which will require occasional attendance in the office for training, meetings and other operational needs. Employees must reside within a reasonable distance to their assigned headquarters for compliance with workplace reporting requirements.

Who we are:

The Bureau of Survey and Certification (BOSC) is responsible for conducting survey inspections to ensure health care providers and clinical laboratories are compliant with state and federal requirements.

BOSC completes over 13,000 survey inspections per year for a variety of health care provider types. Inspections can be focused one-day complaint surveys or comprehensive annual surveys with a team of surveyors in the facility for a week or longer. Long term care providers include intermediate care facilities for individuals with intellectual disabilities, nursing homes, and residential care facilities. Non-long term care providers include home health agencies, hospice programs, end-stage renal disease facilities, ambulatory surgical facilities, freestanding birthing centers, hospital maternity units or newborn care nurseries, hospitals, and health care services (Adult Cardiac Catheterization Services, Adult Open Heart Surgery Service, Pediatric Cardiac Catheterization Service, Pediatric Cardiovascular Surgery Service, Pediatric Intensive Care Service, Solid Organ Transplant Services, and Bone Marrow Transplant Service). Clinical laboratories and plasmapheresis centers are monitored through the Clinical Laboratory Improvement Amendments Program (CLIA). Nurse aide training programs are monitored through the Nurse Aide Training and Competency Evaluation Program (NATCEP).

What You'll Do:

• Analyze listings of healthcare facilities to determine survey schedule needs and provide supervisor with analysis/reports of facilities to be surveyed.
• Recommend priority of surveys to be scheduled, based on factors such as, timeframe since last survey, history, resources available to complete the survey.
• Monitor progress of standard and complaint surveys through the entire survey cycle to assure timelines are met and to ensure compliance with state and federal regulations.
• Use state and federal computer programs to coordinate surveyor travel to and from a provider location.
• Communicate with surveyors and managers on a routine basis regarding coordination of schedule changes including reassignments based on priority.
• Perform administrative tasks as they pertain to the survey scheduling unit. Understands applicable laws, rules, policies, and procedures for healthcare providers.

Additional Duties:

• Perform secretarial and clerical tasks.
• Prepare written reports summarizing findings and recommendations by compiling and gathering information (e.g., number of facilities surveyed, man hours spent by surveyor discipline, number of complaints) into reporting categories from various sources (e.g., monthly schedule).
• Establish and maintains survey documents (e.g., logs, charts) via PC and software packages (e.g., CALS); utilizing spreadsheets (e.g., Excel) and/or CALS on daily, weekly or monthly basis.
• Create reports outlining activity for assigned geographic area; via PC, updates & maintains list of surveyor staff credentials on ongoing basis to assign various types of surveys and revises & modifies report formats to accommodate changes in reporting requirements (e.g., survey timeframes used or adjusted).
• Maintain tracking documents to track surveyor assignments (e.g., team coordinator, staggered assignments, overnight travel assignments).
• As assigned, researches and compiles survey scheduling information for special reports (e.g., number of facilities with no deficiencies, type of complaint surveys).
• As assigned, serves as a member of a disaster recovery/business resumption team, incident response team, or similar public health response team which may include the conduct of operations on a 24/7 basis at remote locations & other duties as assigned.

What’s in it for you:

At the State of Ohio, we take care of the team that cares for Ohioans. We provide a variety of quality, competitive benefits to eligible full-time and part-time employees. For a list of all the State of Ohio Benefits, visit our Total Rewards website! Our benefits package includes:

Medical Coverage

• Quality, affordable, and competitive medical benefits are offered through the available Ohio Med plans.

Dental, Vision and Basic Life Insurance

• Dental, vision, and basic life insurance premiums are free after completed eligibility period. Length of eligibility period is dependent on union representation.

Time Away From Work and Work/Life Balance

• Paid time off, including vacation, personal, and sick leave
• 11 paid holidays per year
• Childbirth/Adoption leave

Employee Development Funds

• The State of Ohio offers a variety of educational and professional development funding that varies based on whether you are a union-exempt employee or a union-represented employee.

Ohio Public Employees Retirement System

• OPERS is the retirement system for State of Ohio employees. The employee contributes 10% of their salary towards their retirement. The employer contributes an amount equal to 14% of the employee’s salary. Visit the OPERS website for more information.

Deferred Compensation

• The Ohio Deferred Compensation program is a 457(b) voluntary retirement savings plan. Visit the Ohio Deferred Compensation website for more information.

Ohio is a Disability Inclusion State and strives to be a Model Employer of Individuals with disabilities. The State of Ohio is committed to providing access and inclusion and reasonable accommodation in its services, activities, programs and employment opportunities in accordance with the Americans with Disabilities Act (ADA) and other applicable laws.

Knowledge of: (7) Workforce Planning, (11a) Public Relations, (13b)* Agency Policies & Procedures (e.g., ODH & bureau policies & procedures), (14)* Government Structure & Procedures (e.g., federal & state regulations regarding LTC survey requirements).

Skill in: (25b) Word Processing (e.g., MS Office, CALS, ASPEN, ACTS), (29) Equipment Operations (e.g., PC).

Ability to: (30l) define problems, collect data, establish facts & draw valid conclusions, (32r) prepare meaningful, concise & accurate reports, (33e) gather, collate & classify information about data, people or things.

(*) Developed after employment.

APPLICATION PROCEDURES:
All applicants must submit a completed Ohio Civil Service Application using the online TALEO System. Paper applications will not be considered. Applicants must clearly indicate how they meet the minimum qualifications and/or position specific minimum qualifications. Applicants are also encouraged to document any experience, education and/or training related to the job duties above. An assessment of these criteria may be conducted to determine the applicants who are interviewed.

ALL ANSWERS TO THE SUPPLEMENTAL QUESTIONS MUST BE SUPPORTED BY THE WORK EXPERIENCE/EDUCATION PROVIDED ON YOUR CIVIL SERVICE APPLICATION.

Applications of those who meet the minimum qualifications will be further evaluated against the following criteria:

• Associate or Advanced degree in secretarial science
• Experience with federal recertification surveys, complaints and state licensure survey for LTC and/or NLTC
• Experience with scheduling healthcare staff schedules utilizing Excel
• Experience with working in the health care facilities industry
• Experience handling confidential documents
• Experience analyzing and reviewing technical/data reports
• Experience working with MS Suite Software (e.g. Word, Excel, Powerpoint, Access)

All eligible applications shall be reviewed considering the following criteria: qualifications, experience, education, and active disciplinary record.

EDUCATIONAL TRANSCRIPT REQUIREMENTS:
Official educational transcripts are required for all post-high school educational accomplishments, coursework or degrees claimed on the application. Applicants will be required to submit an official transcript prior to receiving a formal offer of employment. Failure to provide transcripts within 5 working days of being requested will cause the applicant to be eliminated from further consideration.

Please note that a transcript is considered "official" only if it is an original copy from the educational institution and includes an institutional watermark, ink stamp or embossed stamp. Transcripts printed from the institution's website will not be accepted. ODH reserves the right to assess the academic credibility of an educational entity's award of a putative degree.

The final candidate selected for this position will be required to undergo a criminal background check. Criminal convictions do not necessarily preclude an applicant from consideration for a position. An individual assessment of an applicant's prior criminal convictions will be made before excluding an applicant from consideration.