The primary responsibilities of this position include the development and implementation of scheduling policies for SCVAHCS ensuring that they comply with the relative directives, handbooks, procedure guides, and memoranda. S/he is also responsible for the development and implementation of training programs for scheduling staff, scheduling supervisors, and managers within the SCVAHCS to ensure adherence to local and national polices as well as to spread best practices.

Duties

Duties for this position include but are not limited to: Program Development/Management: As the Training Coordinator for scheduling and resident authority on the scheduling directive this position is responsible for the administrative oversight of scheduling programs and policies that apply to a broad range of clinical settings within the SCVAHCS. This position works closely with the clinical and scheduling staff in all areas of the HCS, including the Community Based Outpatient Clinics (CBOC) to ensure that the programs and policies developed are compliant with VHA scheduling guidance, and that they are being followed in practice. Training: The Training Coordinator develops the scheduling training plan for each fiscal year and coordinates additional training for staff on an as needed basis. S/he completes quality assurance studies of programs as required. This position develops training guidelines, instructional methods, materials and new or improved applications of education technology to training programs for topics including (but not limited to) the scheduling package, Electronic Wait List, New Enrollee Appointment Request list, Recall Reminder, clinic set up procedures, and customer service. Program Audit: Develops reporting procedures, sampling techniques, and measurements related to the scheduling process or business cycle to identify problem areas or inherent weaknesses in work processes, procedures, information systems and content. It is essential that all laws, regulations, and policies are adhered to at all times. This position is responsible for the management, completion, and review of statistical data and prepares special reports as requested by supervisor, upper management, or VISN. 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: The tour of duty for this position is typically Monday - Friday, 8:00 a.m.- 4:30 p.m. Additional information may be provided during the interview process. Telework: AdHoc Available.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#: Medical Administrative Specialist/PD90278A and PD90285 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required The VA Midwest Health Care Network advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to the Veteran's community. This aligns with the Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/08/2023. 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-11 position you must have served 52 weeks at the GS-09 and for a GS-09 position you must have served 52 weeks at the GS-07. 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. 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 would typically include, but are not limited to: having working knowledge of administrative laws, policies, regulations related to the scheduling processes at the medical facility; assisting in qualitive and quantitative methods to assess program effectiveness and improvement of the scheduling processes and health administrative operations; assisting with trouble shooting to correct problems in access systems, mediating dysfunctional workgroups and keeping projects on schedule; working knowledge of computer hardware and software systems, office automation and use of several different programs to enhance training program. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a master's or equivalent graduate degreeOR 2 full years of progressively higher level graduate education leading to such a degree OR LL.B. or J.D., if related. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and education beyond 1 full year of graduate level education. Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Specialized experience for this position is defined as having comprehensive knowledge of administrative laws, policies, regulations related to the scheduling processes at the medical facility, applying and interpreting administrative laws, regulation precedents, policies and procedures to ensure scheduling processes are in compliance, serving as subject matter expert in qualitative and quantitative methods to assess program effectiveness and improvement of scheduling processes and health administrative service operations; trouble shooting to correct problems in access systems, mediating dysfunctional workgroups and keeping projects on schedule; training staff on scheduling, workload capture, consult management and clinical computer application; conducting detailed analysis of complex medical facility patient administration functions and work processes; utilizing computer software and hardware, wide range of knowledge in office automation and use of several different programs to enhance training programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have successfully completed a Ph.D. or equivalent doctoral degree, or 3 full years of progressively higher-level graduate education leading to such a degree, or an LL.M. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an equivalent combination of specialized experience and education beyond 2 full years of progressively higher level graduate education. You will be rated on the following Competencies for this position: Critical ThinkingCustomer Service (Clerical/Technical)Planning and Evaluating 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, although some light physical effort may be required. There may be some walking; standing; bending; carrying of light items including training paperwork or manuals, or small equipment, such as laptop computers, mobile LCD projectors; or driving an automobile. Incumbent may be susceptible to eyestrain from working long hours on the computer. Work Environment: Work is performed in an office and hospital setting and involves regular and recurring risks of exposure to contagious diseases. Work is typically performed in an adequately lighted and climate controlled office or training room. May require travel to community based outpatient clinics to assess deficiencies and provide training, as necessary. 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

One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent one (1) year of full-time study. If that information cannot be obtained from the school, 18 semester hours will be considered as satisfying the one (1) year of full-time study requirement.

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 St Cloud VA Medical Center 4801 Veterans Drive St Cloud, MN 56303 US
• Name: Meghan Brooks
• Phone: 515-699-5999 X23402
• Email: [email protected]