Stephanie Heimback
San Diego,CA
Summary
Program support professional with strong background in administration and project coordination. Skilled in streamlining processes, managing schedules, and supporting cross-functional teams to achieve goals. Known for adaptability, reliability, and fostering collaborative environments. Proficient in problem-solving, communication, and organizational tasks essential for program success.
Overview
10
10
years of professional experience
1
1
Certification
Work History
Program Support Specialist
Defense Health Agency
San Diego, CA
06.2025 - Current
- Coordinated cross-functional teams to streamline program support initiatives.
- Developed and maintained comprehensive documentation for program processes and procedures.
- Implemented process improvements that enhanced operational efficiency and effectiveness.
- Trained and mentored junior staff on program protocols and best practices.
- Analyzed program data to identify trends, ensuring timely adjustments to strategy.
- Managed multiple projects simultaneously, ensuring adherence to deadlines and quality standards.
- Enhanced program efficiency by streamlining processes and implementing strategic improvements.
- Responded to in-person and telephone requests for information and assistance.
- Ensured compliance with company policies and industry regulations through diligent documentation and reporting procedures.
- Scheduled conference rooms, prepared agendas, and maintained calendars to prepare for meetings and events.
- Performed wide-ranging administrative, financial and service-related functions.
Education Technician Program Assistant, Government Service
Veterans Affairs
La Jolla, California
10.2020 - 06.2026
- Continuously works with Graduate Medical Education internal and external customers, utilizing strong computer skills. To include but not limited to Outlook, Word, Excel, PowerPoint, and Database Management. While having the ability to make clear oral and written presentations.
- Serves as one of the primary program support specialist assigned to the department within the department while ensuring cost effective delivery of high-quality care to customers. Utilizing oral and written communication to internal and external customers.
- Managed correspondence, files, suspense, taskers and other administrative matters.
- Contributes administrative support including but not limited to development of database management; compilation of statistical reports; coordination of day-to-day operations; management of supply ordering, logs and tacking systems.
- Consistently ensures HPTs are properly vetted and appointed before starting clinical rotations and performing patient care. Serves as one of the recognized authorities in this analysis and makes recommendations to the GME program analyst and to the ACOSE/E for renewal or termination of these agreements.
- Retrieves, prepares, and presents accurate information from VHA and OAA administrative data sources and portals.
- Main presenter at new trainee orientation for 3+ years while helping trainees understand computer processes at the VA to include WOC, Health Professions Trainees, and Stipend Paid Trainees.
- Managed the travel, primary purchase card holder, Office Supplies and education reimbursements for trainees and staff within the department.
- Primary Personal Identity Verification (PIV) Sponsor and subject matter expert. Trained over 50+ sponsors on how to place applications and trouble shoot them.
- Provides managers with objective based information for making decisions on the administrative and pragmatic aspects of the PIV system and office. This effects not only internal customers such as employees but also external customers for the entire hospital to include our Health Professions Trainees (HPT’s).
- Responsible for the review, processing and management of the data for the tracking and trending of the PIV program activity within the education department. In turn it allowed me to place on average of 3500 PIV applications in a year.
- Review administrative audit of trainee’s access and reports to determine appropriate changes or corrective action if required. While being responsible for the analysis of the workflow for the program.
- Main contact for cliff event and other changes happening to PIV cards since the USAccess change in 2020.
Program Support Assistant (PSA), Government Service
Veterans Affairs
La Jolla, California
05.2019 - 10.2020
- As a Medical Support Assistant (AMSA) in the Health Administration Service, San Diego VA Healthcare System, responsible for all duties required in the coordination of patient care, support Patient Aligned Care Teams (PACTs), medication refills & renewals, performing a full range of duties related to scheduling and patient flow within an interdisciplinary coordinated care delivery model.
- Provided patients with administrative help or access to health care advice by means of the telephone and/or direct personal communication.
- Use advanced interpersonal skills in order to effectively understand patients' needs, assess possible courses of action and take appropriate measures to ensure patient satisfaction.
- Coordinated program activities to ensure compliance with federal regulations.
- Developed and maintained effective communication channels among team members and stakeholders.
- Conducted data entry and maintained accurate records within electronic management systems.
- Efficiently managed multiple competing priorities under tight deadlines by utilizing strong organizational skills and attention to detail.
Advanced Medical Support Assistant (AMSA), Government Service
Veterans Affairs
La Jolla, California
07.2017 - 05.2019
- As a Medical Support Assistant (AMSA) in the Health Administration Service, San Diego VA Healthcare System, responsible for all duties required in the coordination of patient care, support Patient Aligned Care Teams (PACTs), medication refills & renewals, performing a full range of duties related to scheduling and patient flow within an interdisciplinary coordinated care delivery model.
- Provided patients with administrative help or access to health care advice by means of the telephone and/or direct personal communication.
- Use advanced interpersonal skills in order to effectively understand patients' needs, assess possible courses of action and take appropriate measures to ensure patient satisfaction.
- Help staff to carry out administrative activities, in a patient centered manner.
- Assisted in processing medical records and maintaining accurate documentation.
- Coordinated patient appointments and managed scheduling for multiple providers.
- Facilitated communication between patients and healthcare teams to enhance service delivery.
- Maintained strict compliance with HIPAA regulations, ensuring the protection of sensitive patient information.
- Determined nature and urgency of patient requests to refer patients to appropriate medical staff.
- Supported efficient office operations through proficient handling of administrative tasks such as filing, data entry, and record maintenance.
Medical Support Assistant (MSA), Government Service
Veterans Affairs
La Jolla, California
05.2017 - 07.2017
- As a Medical Support Assistant (MSA) in the Health Administration Service, San Diego VA Healthcare System, responsible for all duties required in the coordination of patient care, support Patient Aligned Care Teams (PACTs), medication refills & renewals, performing a full range of duties related to scheduling and patient flow within an interdisciplinary coordinated care delivery model.
- Provided patients with administrative help or access to health care advice by means of the telephone and/or direct personal communication.
- Use advanced interpersonal skills in order to effectively understand patients' needs, assess possible courses of action and take appropriate measures to ensure patient satisfaction.
- Help staff to carry out administrative activities, in a patient centered manner.
- Make decisions to ensure that the veteran is referred to the correct health care professional or team within an appropriate timeframe for meeting patient clinical and customer service needs.
- Managed patient scheduling, ensuring efficient appointment flow and resource allocation.
- Provided comprehensive administrative support for medical staff and patients in high-volume healthcare settings.
Clear & Legible Reporting (CLR) Clerk, (Government Contractor)
Decypher Technologies
San Diego, California
06.2016 - 05.2017
- Verify demographics and insurance information utilizing the Composite Healthcare System (CHCS) and perform eligibility checks for staff member and beneficiaries utilizing the Defense Enrollment Eligibility Reporting System (DEERS).
- Managed daily administrative tasks to ensure smooth office operations.
- Streamlined document management processes, improving retrieval speed and accuracy.
- Utilized strong multitasking skills to manage multiple priorities and tasks, ensuring timely completion of each assignment.
- Applies or utilize medical terminology & diagnostic procedure terminology to update and educate patient and their Electronic Health Record.
- Provide customer service through verbal and facsimile including clear and effective communication to both patients and providers.
- Interoffice communication with primary care managers, physicians and clinical staff regarding clear and legible reports through written measures such as email messages or T-con’s.
- Use of Composite Health Care System (CHCS) to access and enter patient information and analyze data.
Education
Masters of Science - Management Criminal Justice
Colorado Technical University
Colorado Springs, Colorado05-2012
Bachelors of Science - Criminal Justice
Colorado Technical University
Colorado Springs, Colorado09-2010
Associate of Science - Criminal Justice
Colorado Technical University
Colorado Springs, CO11-2008
Medical Assisting Certificate - Certified Medical Assistant
Victor Valley Community College
Victorville, California04-2004
High School - undefined
Victor Valley High School
Victorville, California06-2002
Skills
- Proficient in use of most major computer systems, information systems, spreadsheet applications, graphic and presentation applications, and word processing applications in both PC and Macintosh
- Skilled and knowledgeable in Government used programs such as CPRS, Vista, Defense Travel System, Microsoft Office Word, Excel, PowerPoint, Outlook, Access, Adobe Acrobat, Internet, Technology Applications, CHCS & AHLTA, and Ariba (government procurement system)
- Able to type 45 words per minute
- Customer relations
- Recordkeeping requirements
- Office administration
- Project management
- Teamwork and collaboration
- Problem-solving
Accomplishments
- Mentor for Emerging Leaders program, Class of 2020-2021 & Class of 2021-2022
- Recipient of Be the Difference award May 2024
- Graduate of Emerging Leaders program, October 2019
- Nominated for an Outstanding Employee Recognition Award 2020 by Dr. Renate Pilz
- Recipient of Value Creation Award for exceptional work, 05 December 2016
Affiliations
Professional Association of Diving Instructors (PADI), Dive Master
Certification
- Certified Medical Assistant (both front and back) April 2004
- Heartcode and BLS provider- Basic Life Support (BLS) and CPR/AED provider January 2023
- Emergency First Responder December 2012
- Lean Six Sigma, White Belt January 2016
- Lean Six Sigma, Yellow Belt December 2019
- Lean Six Sigma, Green Belt August 2020
KNOWLEDGE/SKILLS/ABILITIES
- Experienced in researching, assembling, compiling, and tabulating information to include in reports for all levels of staff for program mission and organization.
- Considered an expert in use of database queries while using multiple systems to include but not limited to A2D, Care-point, RMS, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Basic knowledge of Management and Administrative compliance to support program practices and procedures while being experienced in updating office policies and procedures, directives & memorandum.
- Ability to perform a full range of specialized diagnostic support duties while providing information to staff of all levels.
- Skilled in utilization of office automation equipment while performing work requiring the use of multiple software applications.
- Able to perform indirect patient technical support and clinical administrative support duties.
- Knowledge of clerical and office routines to include but not limited to filing and records management procedures, open, route, & sorting correspondence.
ADDITIONAL INFORMATION
- Highly skilled in
- Performing a variety of record keeping, reporting and informational duties in support of the office's program while maintaining inventory of office supplies
- Updating manuals on policies, directives, and memoranda
- Performing miscellaneous duties such as making travel plans and maintaining time and attendance reports, making copies, and arranging for conference rooms
- Creating database(s) to make housing and overall office performance effective and organized.
- Foreign Experience
- Traveled to Italy for several months.
- Lived in the Middle East, Kingdom of Bahrain, 3 years 2009-2012.
- While living in the Kingdom of Bahrain held jobs with the US Department of State at US Embassy Bahrain
RELEVANT PROFESSIONAL DEVELOPMENT AND QUALIFICATIONS
- Primary Purchase Card holder, and subject expert matter Personnel Identity Verification (PIV) card
- Knowledgeable in administrative clerical practices and requirements governing correspondence, signing authority, and distribution of confidential or cleared documents, emails and files.
- Seasoned government employee with years of experience in working and collaborating with Department of Defense (DOD), Department of Corrections (DOC), Department of Justice (DOJ), Department of State (DOS), and other government entities.
- Versed in rules and regulations of world travel, and passports (e.g. Defense Travel system, & US Embassy/Consulate Visa Requirements).
- Instructed patients on pre-testing and post-procedure activities for diverse, specialized diagnostic exams.
- Performed medical procedures requiring a high degree of expertise such as otoscopic screening, immittance screening, otoacoustic screening, earmold impressions, cerumen irrigations.
- Used tools, material and equipment for adjustment and repairs of programmable digital hearing systems.
- Monitored patient condition during procedures and make precise adjustment to clarify readings and measurements.
- Managed technical administrative functions for the clinic, including tracking of prosthetic device orders for pending patient appointments, invoicing and analyzing function of new/repaired prosthetic devices.
- Coordinated scheduling with scheduling clerk, providing technical advice on sequence and timeline of appointments.
- Maintained laboratory stock and ordered ancillary supplies for clinic function.
- Recorded information pertaining to project or procedure and completes tracking/inventory system information.
Timeline
Program Support Specialist
Defense Health Agency
06.2025 - Current
Education Technician Program Assistant, Government Service
Veterans Affairs
10.2020 - 06.2026
Program Support Assistant (PSA), Government Service
Veterans Affairs
05.2019 - 10.2020
Advanced Medical Support Assistant (AMSA), Government Service
Veterans Affairs
07.2017 - 05.2019
Medical Support Assistant (MSA), Government Service
Veterans Affairs
05.2017 - 07.2017
Clear & Legible Reporting (CLR) Clerk, (Government Contractor)
Decypher Technologies
06.2016 - 05.2017
Bachelors of Science - Criminal Justice
Colorado Technical University
Medical Assisting Certificate - Certified Medical Assistant
Victor Valley Community College
High School - undefined
Victor Valley High School
Masters of Science - Management Criminal Justice
Colorado Technical University
Associate of Science - Criminal Justice
Colorado Technical University