The Program Specialist serves as a Scheduling Auditor and is responsible for managing data elements that contribute to access to care and critical business office functions, maintaining comprehensive scheduling metrics, assisting scheduling supervisors with performance and access data and resolving utilization, and access issues by coordinating with multidisciplinary teams. Performs periodic audits and reviews of business office functions and reports to facility leadership.

Duties

Duties include but are not limited to: Performs weekly audits and monthly site assessments for scheduling and business office compliance for all HAS and non-HAS areas. Coordinates with CBOC Managers and makes periodic site visits to CBOCs to perform detailed analysis and audits of business office practices. Prepares detailed recommendations to correct deficiencies and follows up to ensure compliance. Serves as business office training coordinator for assigned areas. Formulates and directs training orientation and training of scheduling employees to ensure adequately trained staff. Ensures that scheduling staff members receive the required mandatory and continuing education/training, annually. Works closely with training technicians to coordinate training at CBOCs and periodically travels to CBOCs to perform training for scheduling staff and supervisors. Ensures training is conducted sufficiently and appropriately. Serves as advisor to facility management on the effectiveness and efficiency of the Salt Lake City VAMC business operations related to the work performed in Health Administrative Service. Serves as a subject matter expert on all business office policies and practices to include scheduling, pre-registration, insurance capture, electronic waiting lists, recall lists, Vista Menu and Options and other functions. Creates custom reports using a variety of software programs (Vista, SQL, Excel and other software programs) in order to provide pertinent information to management. Prepares reports, makes recommendations, and performs periodic briefings on effectiveness and efficiency of current business office operations. Collaborates with clinic access coordinators, Section/Service Chiefs, Administrative Officers and other personnel to oversee outpatient clinical access. Routinely analyzes workload for assigned areas and makes efficiency recommendations to appropriate parties. Creates, analyzes, and uses a variety of reports in order to make recommendations for process improvements. Maintains comprehensive reports on business office metrics and updates leadership regularly. Conducts projects and coordinates activities assigned and initiates projects independently without being directed to do so. Reports to HAS leadership and prepares semiannual detailed access reviews of all assigned areas. Updates SharePoint site with all audit and report findings and recommendations. Prepares documented reports of findings to facility leadership, the VISN and VACO. Recommends administrative methods and procedures for inclusion in service and medical center policy. Incumbent consults with management at all levels when reviewing or analyzing operations interrelated with other services. The incumbent will assist, coordinate, create or advise in the development of new programs and policies. This includes the responsibility for identifying problems with existing programs or policies, suggesting new programs or policies, and implementing those suggestions as assigned. Serves as the CBS Content Manager for assigned areas within the medical center intranet and internet websites and SharePoint sites. Creates, updates and removes content on sites as necessary and appropriate. Serves on hospital committees in varying capacities, including chairperson, participant, and/or Section/Service Chief's representative. Incumbent will represent HAS/CBS on the matters being considered, provide information back to the Service and implement as necessary. Work Schedule: Monday - Friday 8:00 am to 4:30 pm 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. Virtual: This is not a virtual position. Position Description/PD#: Program Specialist (Scheduling Auditor)/PD10437A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): 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, 09/08/2023. You may qualify based on your experience and/or education as described below: Specialized Experience GS-09: You must have one year of specialized experience equivalent to at least the next lower grade, GS-07, in the normal line of progression for the occupation in the organization. Examples of specialized experience should demonstrate: knowledge of the facility mission, vision, functions, goals, objectives and organizational structure; knowledge of a wide range of qualitative and quantitative methods to develop, analyze and manage business office programs; knowledge of management principles, organizational theory and standardized administrative principles to conduct studies; knowledge of analytical and evaluative methods, with the ability to apply quantitative and qualitative techniques to measure productivity, effectiveness and efficiency of administrative and technical programs within the organization; ability to research pertinent laws, regulations, policies and precedents which impact the programs administered within the organization, to enable recognition of problems both potential and existing, and evaluate to determine cause and formulate solutions; ability to uses a wide range of computer software programs (Vista, MS Office, SQL, etc?) to retrieve, analyze and report findings; and skill in preparing and articulating findings and recommendations in written reports and presenting oral briefings. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, 2 full years of progressively higher level graduate education leading to such a degree, or LL.B. or J.D., if related. OR, Combination: Combinations of successfully completed post-high school education and experience may be used to meet total qualification requirements for the grade levels specified in the table, and may be computed by first determining the applicant's total qualifying experience as a percentage of the experience required for the grade level; then determining the applicant's education as a percentage of the education required for the grade level; and then adding the two percentages. The total percentages must equal at least 100 percent to qualify an applicant for that grade level. You will be rated on the following Competencies for this position: Analysis and Problem SolvingAudit ReportingCommunicationCritical ThinkingTechnical Competence 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: Work is primarily sedentary, although some slight physical effort may be required. Manual dexterity is required in operation of a computer and all other communication and office machines. This position necessitates a mobility factor involving, for observation and problem solving, physically visiting numerous on-site locations or services, as well as off-site locations to facilitate access, ensure business office compliance and delivery of Veterans healthcare benefits. 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 VA SALT LAKE CITY HCS 500 Foothill Drive Salt Lake City, UT 84148 US
• Name: Erin Brooks
• Phone: 720-723-4803
• Email: [email protected]