The James J Peters being is currently recruiting for one Supervisory Medical Administrative Specialist. The incumbent will serve as the Chief of Clinical Support and Scheduling (CSS) Section. CSS is complex and highly regulated serving the Bronx, Northern Queens, Westchester counties, and Hudson Valley VA Health Care System patients with acute care needs and referrals to subspecialty clinics.

Duties

The incumbent exercises direct supervisory control and management, authority for the day-to-day operations of Clinical Support and Scheduling service. The Chief Clinical Support and Scheduling acts independently to plan, organize and direct a complex, comprehensive patient administrative clinical support and scheduling program which provides the services and technical counsel necessary to meet all legal, procedural, and administrative requirements for clinical support and complex scheduling practices. Clinical Support activities include responsibility for independent direct coordination with the Chief of Staff and Chief Nurse Executive, Group Practice Manager (GPM) regarding access to care procedures for outpatients and inpatients. The incumbent supervises CBOC Administrative Staff, provides Non-VA Care Scheduling Coordination, Enrollment and Eligibility patient Clinical Care Coordination, Clinical Support for inpatient and outpatient patient care coordination during off tour, in-tour and weekend rotations access scheduling, recall, admissions and discharges, the Centralized Services Call Center, Appointment Management, New Enrollee (NEAR) and Electronic Wait List Coordination, Insurance Capture Buffer (ICB) management, Release of Information coordination in clinical areas. The incumbent is responsible for portions of the PACT ACT, COMPACT and other U.S. Laws, VA, and VHA healthcare initiatives and clinical care coordination for current, returning, and future patients. Incumbent provides analysis of and assist with clinical Data Management/Data Validation and is responsible for short-term and long-term planning, managing operations, and evaluating medical administration clinical coordination and scheduling functions and processes for continuous improvement that meet U.S. Laws, VA, and VHA healthcare local and regional initiatives, national goals, and objectives. Allocates available manpower resources to meet challenging workload demands, and clinical support service requirements. The incumbent is responsible for the efficient, effective, and economical assignment of staffing to provide adequate administrative support during regular and irregular tours of duty. Directs the planning and execution of financial processes, human resources management, corporate information management; business planning; personnel resource assignments and skill development and oversees other critical support services such as, risk management, and special staff functions within the service. These managed activities interface with higher headquarters, conduct extensive coordination of staff actions, develop service policies and guidance, and provide expert staff advice to upper management. Develops both long and short-range policies and plans for the organization related to CSS activities by coordinating the needs of the medical center or network. Provides formulated planning direction for the Medical Center by taking the initiative to identify needs and potential issues/concerns and devising flexibilities in operations and constructive, cost ?effective approaches to the resolution of problems. Serves on various facility strategic planning committees and management on-site meetings with other agencies and program officials. Establishes standards for quality and productivity. Directs program implementation. Directs quality and productivity programs for the VA Medical Center CSS activities. The incumbent also conducts studies to resolve administrative problems which arise during normal operations and will present conclusions and recommendations. The incumbent coordinates the quality assurance program by data collection, data management, and monitoring, tracking analyzing and interpreting data for the purpose of detecting occurrences or patterns of care which many affect patient care outcomes. The incumbent will assist in the development, interpretation, application, and integration of objective criteria and acceptable standards for use in monitoring activities. Identifies problems and/or opportunities to improve care through such avenues as informal and formal meetings, statistical data, incident reporting, procedure case review, etc. Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: M-F 8am-4:30pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Medical Administrative Specialist/PD38372O Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/20/2023. 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-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. 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 announcement. In 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 and/or education as described below: For a GS-9 Medical Administrative Specialist Specialized Experience: You must have one year specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation, and the organization examples of specialized experience would typically include, but are not limited to: Experience in administrative, clerical role in an office and/or hospital, clinical setting. Experience with complex scheduling procedures and practices in a clinical support setting. Experience with a broad range of comprehensive clinical administrative support tasks and duties. Extensive knowledge and experience in using automated clinical computer applications and systems. Direct experience in working, advising and providing administrative clinical support to leadership and managerial staff. Knowledge of Government initiatives as it relates to patient care. Ability to communicate effectively, handle conflict and problems in dealing with customers appropriately. Basic foundational experience in Human Resources functions. Experience with data analytics and management, running reports. Experience with Microsoft office applications such as but not limited to: Word, Excel, Outlook and PowerPoint. OR Education: Master's or equivalent graduate degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related OR Combination: Has an equivalent combination of related graduate level education and specialized experience, as described above, to meet the requirements at the GS-9 level for this position. Transcripts must be submitted with application. Education cannot be credited without documentation. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements meets 100%. Do you meet the above experience and/or education requirement listed above and are able to clearly demonstrate this on your resume at the time of application and provide supporting documentation? For a GS-11 Medical Administrative Specialist In order to be found qualified for the position of Medical Administrative specialist, applicants must meet the specialized experience for the position as follows: For a GS-11 Medical Administrative Specialist Specialized Experience: You must have one year specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation, and the organization examples of specialized experience would typically include, but are not limited to: Experience in Senior, Lead or Supervisory administrative, clerical role in an office and/or hospital, clinical setting. Experience with complex scheduling procedures and practices in a clinical support setting and able to provide resolution and advisement as it relates. Experience with a broad range of comprehensive clinical administrative support tasks and duties. Extensive and comprehensive experience in using automated clinical computer applications and systems. Direct experience in working, advising and providing administrative clinical support to leadership and managerial staff. Extensive experience in applying concepts and policies as it relates to Federal Clinical initiatives. Experience communicating effectively, handling conflicts and problems and dealing with customers appropriately. Experience in Human Resources functions, allocating manpower, assigning and reviewing work, Experience with rating and ranking employee performance. Experience with data analytics and management, running reports. Experience with Microsoft office applications such as but not limited to: Word, Excel, Outlook and PowerPoint. Experience with Financial processes, business management and allocation of funds. Experience developing and implementing policies and procedures that are followed throughout a department. Experience participating and serving on leadership committees. Experience identifying/Solving problems, quality assurance, and implementation of solutions. OR Education: Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related OR Combination: Has an equivalent combination of related graduate level education and specialized experience, as described above, to meet the requirements at the GS-11 level for this position. Transcripts must be submitted with application. Education cannot be credited without documentation. A combination of education and experience may be used to qualify for this position as long as the computed percentage of the requirements meets 100%. You will be rated on the following Competencies for this position:Creative ThinkingCustomer ServiceEducation and TrainingLead or SupervisePerformance Management 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. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: The work is primarily sedentary but also demands some standing, walking, bending, lifting, and carrying of charts, clinical folders, forms, and miscellaneous supplies to various locations within the medical center. The incumbent frequently walks to various parts of the medical center including patient care areas. From time to time this may include interaction with individuals with infections and potential contagious conditions. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/. If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: http://www.ed.gov/about/offices/list/ous/international/usnei/us/edlite-visitus-forrecog.html.

Contacts

• Address Bronx VA Medical Center 130 West Kingsbridge Rd. Bronx, NY 10468 US
• Name: Jennifer Gerken
• Phone: 585-430-0703
• Email: [email protected]