Aptive Resources

Operations

• Track EHR Council actions and escalate identified risks
• Contribute to solving complex Council issues
• Drive rapid decision-making within Tier 1 of the Tiered Resolution Pathway
• Facilitate and document meetings for VHA EHRM Tier 1 SME Teams, Workgroups and other stakeholders
• Conduct project plan reviews with Oracle Health Integrated Solution Services Engagement Owner and EHRM-IO Solution Advisor
• Keep Tier 1 SME Team Co-Leads and Members informed about needed actions or updates
• Provide status updates on task ownership and actions
• Update VHA Leadership on Tier 1 SME Team activities, issues, needs and process improvement recommendations
• Develop EHRM Council bi-weekly status reports
• Review Change Control Log and ensure requests are reviewed, updated and approved before presentation to the Change Control Board
• Collaborate on SME members’ workflow designs
• Coordinate and drive multiple tasks and project teams
• Distribute project communications and participate in SME team activities, meetings and events
• Develop, refine and maintain processes, guidelines, rules and interdisciplinary structures aligned with government priorities
• Support strategic communications and change management, including stakeholder identification, outreach materials, executive communications, communications plans and training products

Operations Analyst

Communications

• Develop communication plans and calendars for informatics initiatives tailored to clinical, operational, and partner audiences
• Write, edit, and produce newsletters, fact sheets, web and SharePoint content, briefings, infographics, and other information products
• Manage content for the Health Informatics Community of Practice and related channels serving VA medical centers
• Develop outreach and education materials promoting health information exchange with Veterans, community providers, and industry partners
• Develop deployment messaging and adoption materials supporting Federal EHR site transitions, VistA/CPRS changes, and effective EHR use
• Develop communications supporting informatics workforce, training, and engagement programs
• Draft press materials, talking points, and responses to information requests for Government review and release
• Draft and schedule content for internal and approved social media channels and track engagement
• Ensure products meet Section 508 accessibility, plain-language, and VA branding standards
• Track communications reach and engagement and recommend improvements
• Participate in PI Planning, iteration ceremonies, and system demos, aligning communications timelines with Feature delivery
• Support the VA VHA Office of Clinical Informatics on the Operational Informatics Pipeline contract

Senior Communications Products Specialist

Project Manager

• Quickly familiarize yourself with work completed to date related to the Tiered Hub Process and overall Issue Management Process
• Support project planning, schedule management, risk identification and mitigation, leadership reporting, and project execution
• Develop project management artifacts, including presentations, operating procedures, workflows, and correspondence
• Manage concurrent tasks, coordinate project meetings and working sessions, and draft and distribute project communications
• Assist in defining and documenting business rules, decision flows, and responsibilities
• Schedule, lead, and attend regular meetings with senior clients
• Monitor deliverables through completion and ensure on-time delivery and reporting of status, risks, and timelines
• Collaborate with team members and stakeholders to collect input, data, and approvals
• Work directly with senior-level client leadership to track and manage projects, develop briefings and written materials, generate strategic recommendations, facilitate stakeholder working sessions, and provide administrative and programmatic support
• Oversee Team Members and their work while driving work and developing high-quality deliverables across multiple workstreams

Team Lead

• Lead the remote coding team supporting Veterans Affairs medical centers across VISN 7
• Act as the main point of contact for VA HIMS supervisors and coding leads
• Be available at least during Charleston VA Medical Center business hours (Eastern Time)
• Assign work to coders and track it against each facility's turnaround times
• Notify the VA by the second business day if a deadline is at risk
• Run ongoing quality reviews of at least 5% of all coded data, including ICD-10-CM/PCS, CPT, DRGs, and abstracted data
• Track quality results by coder and send weekly results to each facility
• Write corrective action plans and coach coders when accuracy falls below 95%
• Answer coder questions about unclear documentation and escalate them to VA contacts when needed
• Manage re-reviews of records questioned by the VA before billing and responses to claim denials
• Help prepare monthly progress reports, quarterly summary reports, kickoff materials, work plans, staff rosters, and training records
• Train coders on VA policies, VHA coding guidelines, and VistA and CPRS workflows
• Track mandatory VA training and background investigations
• Plan for staffing changes, including a two-week overlap when a coder is reassigned
• Support approximately 260,000 coded encounters annually across eight facilities

Coding Supervisor / Coding Team Lead

Medical Billing and Coding

• Code outpatient encounters, including clinic visits, urgent care, radiology, lab, ancillary services, and outpatient surgery
• Use ICD-10-CM, CPT-4, and HCPCS Level II
• Assign E/M levels according to current E/M guidelines, CPT Assistant, and Coding Clinic
• Apply NCCI bundling edits and add appropriate modifiers, including 25, 59, and 91
• Check whether multiple CPT codes are components of a larger procedure
• Assign ICD-10 diagnoses to ancillary or diagnostic tests based on medical necessity
• Review documentation in CPRS and enter codes and data into the VistA Patient Care Encounter (PCE) package through the VA-approved encoder
• Determine whether encounters are billable
• Flag duplicate encounters, encounters created in error, and records that do not support assigned codes
• Re-review coded records when questioned by the VA before billing or after claim denial
• Maintain at least 95% accuracy and meet each facility's turnaround times
• Support Veterans Affairs medical centers in VISN 7 across Georgia, Alabama, and South Carolina

Medical Coder, Outpatient

• Run external coding audits for Veterans Affairs medical centers in Georgia, Alabama, and South Carolina
• Audit inpatient DRG, outpatient, and professional fee coding for accuracy and compliance
• Review up to the first 25 diagnoses and first 25 procedures on each record for facility and professional services
• Help build statistically valid samples using a 95% confidence level and at least 10% of records
• Develop data collection tools for each audit
• Review each facility's HIMS policies and coding procedures before audits
• Classify coding, diagnosis, modifier, documentation, and compliance errors, supporting each with coding references
• Write facility audit reports covering accuracy, financial impact, and areas of concern
• Contribute to a network-wide report
• Review draft findings with the HIMS Chief, COR, and facility leaders within 7 business days of the audit
• Deliver final reports within 15 business days
• Create facility-specific training plans
• Lead at least 2-hour train-the-trainer education sessions using real charts for coding staff, managers, and physicians
• Conduct exit conferences with Health Information Management leadership
• Travel to VA facilities only when authorized by the government

Medical Coding Auditor / Coding Validation Reviewer

• Code inpatient professional services and nursing home professional services using CPT, ICD-10-CM, and HCPCS
• Code surgical cases using global surgical package rules and required add-on codes
• Assign E/M categories and levels for inpatient and consult services according to current E/M guidelines
• Apply NCCI bundling edits and assign modifiers, including 24, 25, 26, 51, 57, 59, and 79
• Apply VHA rules for billing supervising practitioners and residents under VHA Directives 1400.01 and 1401
• Apply teaching physician documentation requirements
• Review documentation in CPRS
• Update provider names in PCE or the surgery package as needed
• Enter codes in VistA through the VA-approved encoder
• Flag records with missing, unsigned, or insufficient documentation
• Re-review coded records when the VA questions them before billing or after a claim is denied
• Maintain at least 95% accuracy and meet each facility's turnaround times
• Support Veterans Affairs medical centers in VISN 7, primarily Atlanta and Birmingham facilities

Medical Coder, Professional Fee Coder – Inpatient

• Review inpatient records in CPRS and assign accurate ICD-10-CM and ICD-10-PCS codes and DRGs
• Complete Patient Treatment File (PTF) transactions (101, 401, 501, 601, 701/702, and 801) according to VHA Handbooks 1907.03 and 1907.04
• Abstract required data and enter it in VistA through the VA-approved encoder
• Decide whether an episode is billable and record the reason when it is not
• Code according to the Cooperating Parties' guidelines, AHA Coding Clinic, and VHA Handbook for Coding Guidelines, prioritizing VHA guidance when conflicts arise
• Exclude symptoms that are part of a confirmed diagnosis and findings that do not affect current care
• Send questions about conflicting, unclear, or incomplete documentation to the supervisor
• Re-review coded records when the VA questions them before billing or after claim denial, then correct codes or support them with coding references
• Maintain at least 95% accuracy and meet each facility's turnaround times
• Support Health Information Management Service operations at Veterans Affairs medical centers across Georgia, Alabama, and South Carolina

Medical Coder, Inpatient

Architect

• Develop, refine, and maintain interoperability specifications, including standards, data models, profiles, and implementation guides, for VA exchange use cases
• Analyze industry standards, VHA business requirements, and relevant technological innovation to recommend specification approaches
• Design solutions using HL7 V2, C-CDA, and FHIR, including FHIR profiles and API specifications that extend VA’s use of standards-based APIs
• Define specifications supporting exchange with community care providers, the Department of Defense, and other partners, aligned to national exchange frameworks
• Develop standards-based specifications for device and system interfaces supporting the Federal EHR
• Lead discovery and prototyping for new standards needs, such as consent management and time zone interoperability
• Define conformance criteria and testing approaches, and track adoption of standards across VA systems and exchange partners
• Align specifications with the ONC Standards & Interoperability (S&I) Framework, USCDI, and applicable federal interoperability policy
• Contribute interoperability architecture inputs to OCI’s Architecture Runway Collaborative and cross-team dependency reviews
• Participate in PI Planning, backlog refinement, iteration ceremonies, and system demos; help decompose Epics into Features with clear acceptance criteria
• Provide technical guidance to analysts and informaticists, and present architecture recommendations to OCI leadership and VA Business Owners

Senior Interoperability Architect

Recruitment

• Maintain and update staffing rosters and program trackers
• Take meeting minutes, synthesize key takeaways, and track action items
• Monitor and respond to inquiries across Microsoft Teams, email, and other communication channels
• Draft meeting agendas and coordinate meeting invitations
• Support communication and coordination across internal teams, subcontractors, and client stakeholders
• Monitor candidate communications, including text traffic, and respond to general inquiries
• Escalate candidate questions or issues to appropriate internal teams
• Assist with resolving candidate onboarding, scheduling, or program participation issues under Project Manager guidance
• Maintain program documentation, staffing records, and operational trackers
• Support security tracking and coordinate escalations for new and active staff
• Assist with onboarding activities for new program staff
• Follow up with stakeholders to ensure timely completion of action items
• Coordinate with cross-functional teams to support program delivery and operational needs

Program Assistant – Healthcare Staffing

Systems Engineer

• Support the analysis, design, development, and implementation of business processes within the VHA
• Conduct detailed assessments of current state operations and define future state concepts
• Develop new business processes and redesign existing workflows
• Monitor redesigned processes to ensure sustained improvement and alignment with VHA policies, priorities, and strategic goals
• Perform continuous process analysis in response to policy updates, organizational changes, and evolving healthcare delivery requirements
• Provide subject matter expertise on VHA Medical Center operations, VISN structures, and clinical/business process integration
• Apply specialized knowledge in Veterans healthcare program areas including Patient Centered Medical Home, Mental Health, Prosthetics, Telehealth, Women’s Health, Specialty Care, Veterans Homelessness, and Geriatrics and Extended Care
• Collaborate with VHA leadership and stakeholders to ensure process improvement initiatives meet operational and clinical requirements
• Advise on integration of business and clinical processes with affiliated healthcare education systems

Subject Matter Expert – Health Systems Analyst

Program Manager

• Plan, analyze, and evaluate the effectiveness of OCI interoperability programs and operations
• Support Veterans Health Information Exchange operations, exchange partner management, and terminology services
• Use source data and qualitative and quantitative methods to assess program performance
• Synthesize data into program status, performance metrics, trends, and recurring health data exchange reports
• Support VHIE evaluation and outcome-oriented measures, including Elizabeth Dole Act and Veteran Interoperability Pledge progress reporting
• Identify business-process improvement opportunities and recommend changes
• Identify, document, and track program risks and issues; develop and refine mitigation strategies; maintain risk registers
• Support three-PI roadmap updates and document level of effort and labor categories for Features selected in PI Planning
• Help define business value measures in Epic hypothesis statements and Feature acceptance criteria; track baselines and results across Planning Intervals
• Participate in SAFe Agile Release Trains, PI Planning, backlog refinement, iteration ceremonies, and system demos
• Contribute to governance charter, SAFe alignment plan, and compliance documentation
• Prepare briefings, decision papers, and reports for stakeholders at all levels

Senior Program Analyst, Informatics

Financial Planning and Analysis

• Implement and manage PPBE and MFR activities for the clinical informatics portfolio
• Conduct multi-year programming studies and budget analyses, including survey methods, findings, evaluations, and recommendations
• Lead budget formulation efforts and develop, manage, and maintain spreadsheets and budget artifacts, including inputs to the Congressional Budget Justification
• Forecast portfolio costs and funding needs, including staffing demand tied to Federal EHR deployments and VistA/CPRS sustainment
• Lead level-of-effort and labor-category estimates for Features selected in Planning Interval Planning
• Record and track Government appropriation decisions for each Feature
• Track obligations, expenditures, and burn against Government spend plans; analyze variances and recommend corrective actions
• Draft management briefs on portfolio budget, cost drivers, funding risks, and tradeoffs
• Develop budget dashboards and recurring reports in Excel or Power BI
• Participate in PI Planning and backlog refinement to provide cost and capacity inputs and align Lean portfolio budgets with prioritized Epics
• Provide guidance and review for junior budget and program analysts
• Support the Department of Veterans Affairs Veterans Health Administration Office of Clinical Informatics on the Operational Informatics Pipeline contract

Senior Program Control Manager / Budget Analyst

• Support program planning, including Planning Interval (PI) Planning preparation, schedules, and roadmap updates
• Maintain integrated schedules and track deliverables against call order due dates
• Collect program metrics and prepare biweekly sprint reports and status updates in Jira
• Maintain risk, issue, and dependency logs and follow up with owners on open items
• Support analyses and evaluations of program effectiveness, including data collection and summaries of findings
• Support recurring health data exchange reports and inputs to Congressional and Elizabeth Dole Act reporting
• Maintain the program artifact repository and artifact index
• Plan and coordinate meetings, working sessions, and events; capture notes, decisions, and action items
• Track staff onboarding, required training, and system access
• Participate in agile ceremonies and keep Jira data accurate and current
• Support the VA VHA Office of Clinical Informatics on the Operational Informatics Pipeline contract and work alongside interoperability specialists, terminologists, and VA Business Owners

Junior Program Analyst

Technical Writer

• Edit technical brochures, standard operating procedures, research reports, technical summaries, and other highly technical Federal Highway Administration documents
• Transform raw data and engineering/technical jargon into authoritative, publication-ready documents
• Perform reference checking, fact-checking, and copyright compliance reviews
• Apply the GPO Style Manual and Chicago Manual of Style to ensure consistency
• Integrate complex schematics and data tables with narrative text
• Collaborate with engineers, researchers, and technical staff to clarify complex technical concepts
• Manage the full lifecycle of assigned documents from outline through final publication, including online and web publishing
• Perform copyediting, proofreading, substantive editing/rewriting, and formatting for print and electronic deliverables
• Ensure deliverables comply with Section 508 accessibility requirements and the TFHRC R&D Communication Reference Guide
• Provide technical editing and publications support for federal research or transportation communications programs