The incumbent will serve as the Chief Clinical Operations - Ambulatory Care & Processing in the Health Administration Service (HAS) for the Michael E. DeBakey VA Medical Center.

Duties

Coordinating and supporting mechanisms for successful data entry. Responsible to ensure accurate, timely and consistent data is entered in the Medical Center database. Provide the vision for development of monitors in measuring all data input. Manage programs that require in-depth training with the HAS Trainer to ensure that HAS and other identified Medical Center staff are educated and accountable for data management. Producing executive reports and analyzing dashboards for effective service wide improvements. Coordinate the collection of data concerning patient care activities and make computations as required and reports monthly, quarterly or annually to management. Involved in an extremely complex blend of computing technology, medical information, communication skills and leadership qualities in a rapidly changing environment. Maintain contact with clinical personnel and other staff in various clinic settings to resolve delays and misunderstandings in the medical administrative aspects of providing medical care. Intervenes and resolves elevated disputes between the Veteran and other staff. Oversees VA directives, policies and procedures as it relates to Health Administration Service. Writes and updates facility level policies that may be applicable to new VHA directives and work with other cross functional clinical areas and administrative service chiefs to complete medical center memorandums. Prepare executive letters, memorandums and other written communication that may be forwarded to VISN or external stakeholders. Assist in orienting and advising physicians, residents and interns in VA regulations, policies and procedures on patient care medical administration matters and serves as a Team Advocate when current policies impair efficient and effective patient care. Schedule appointments and utilize the Electronic Waiting List, Patient Preferred List and Veterans Choice List. Daily review of active/pending consults, Electronic Wait List, Patient Preferred List and any relevant communications for accuracy and disposition. Setting performance standards, evaluations, initiating action on disciplinary matters, awards, labor relations, approval of leave and assigning work schedules. Responsible for leave administration, incentive awards programs, motivation and morale, administrative disciplinary actions, recruitment and placement, position management and classification, preparing position descriptions, overseeing semiannual and annual evaluations, counseling employees. Evaluates and writes performance appraisals and provides feedback to employee. Work Schedule: Monday - Friday, 7:30 am - 4:00 pm, subject to change based on the needs of the Agency. Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD3736-0 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 08/10/2023. 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-12 position you must have served 52 weeks at the GS-11. 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 as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: performing scheduling duties and working with reports related to scheduling, clinic utilization, consults, electronic waitlist, and recall system; setting up clinic profiles and performing grid validation; HAS/MAS business office experience relating to being able to manage staffing and programs related to all scheduling processes; ability to gather, assemble and analyze data, recognize problems, propose solutions and prepare written and oral responses; experience with using various databases and Microsoft office products; familiar with using the following options and programs: New Enrollee Appointment Request (NEAR), Central Contractor Registration (CCR), Electronic Wait List (EWL), Green Environmental Management Systems (GEMS), VAR (now on-line scheduling), Federal Procurement Data Systems (FPDS), Veterans Health Information & Technology Architecture (VISTA), and Integrated Fund Distribution, Control Point Activity, Accounting and Procurement (IFCAP); ability to lead personnel in order to effectively move complex processes and diverse people to achievement of defined goals; ability to direct, interpret and implement current and new procedure, resolve procedural problems, observe results and conduct studies necessary to improve the quality and quantity of the end product; ability to gather, assemble and analyze data, recognize problems, propose solutions and prepare written and oral responses; performing personnel actions such as hiring, awards, disciplinary, etc.; ability to communicate effectively both orally (educating, motivating, persuading, etc.) and in writing (policies, studies, reports, etc.); experience of the national scheduling directive.. Note: This experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. You will be rated on the following Competencies for this position: Administration and ManagementDecision MakingPersonnel and Human ResourcesProblem Solving 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: This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines. 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

There is no educational substitution at this grade level.

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 Michael E DeBakey VA Medical Center 2002 Holcombe Boulevard Houston, TX 77030 US
• Name: Susan Reynon
• Phone: (808) 726-0496
• Email: [email protected]