The Medical Administration Specialist is a AOD management position, located in the Office of the Chief, Medical Administrative Service and/or the Health Administration Service/Business Office (HAS), whose responsibility is to represent both the Medical Center Director and the Chief, MAS or HAS on all administrative matters occurring when assigned to other than a normal tour of duty.

Duties

Duties: Delegated full authority of the Chief, HAS/MAS for administrative activities occurring during irregular tours. Interprets VA rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental, domiciliary, Community Care (outside VA), and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel. Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Ensures that appropriate legal, regulatory, and policy requirements are met. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOA's), homicides, code blue, cost recovery matters, and facility or community disasters, etc. When unusual circumstances occur determines actions to cancel clinics and appointments. Seeks clinical input and initiates process to contact affected parties and reschedule where appropriate. Provides administrative authority, guidance, and advice to Medical Officer of the Day (MOD), Nursing Officer of the Day (NOD) and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours. Provides orientation and situational technical advice to physicians regarding VA policies and procedures. Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Performs for administrative matters as the MOD does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours Coordinates non-routine contacts received at the medical center after regular operating hours. Receives and responds to non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, Congressional offices, military personnel, private physicians, media, and the general public. Prepares daily Gains and Losses Sheet and other related statistical reports. Incumbent has access to VISTA and is aware of the confidential nature of the information contained therein. Performs duties of the Decedent Affairs assistant. Coordinates lodging required for eligible Veterans or family through local procedure that may include a Fisher House or other like facility Responds to emergencies, determines priorities and nature of action to be taken; authorizes services, supplies, and personnel; notifies authorities as situation dictates. Implements search plan for missing patients; informs next-of-kin of search status, as appropriate. During regular duty hours, may be assigned as acting section chief or to perform additional medical administrative duties. Conducts analytical studies on operational processes, issue topics, or related special projects as assigned. Reviews data and information for trends, problem areas, and makes recommendations to management to resolve issues. 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: 6:30am-2:00pm / 2:30pm-11:00pm (Shift work varies) Virtual: This is not a virtual position. Position Description/PD#: Medical Administration Specialist/PD12008A and PD12119A Relocation/Recruitment Incentives: 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, 10/03/2023. 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-07 position you must have served 52 weeks at the GS-05. 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: GS 07 Qualifications Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: (1) knowledge of general principles of management and of the practices, techniques, and objectives; (2) knowledge of VA requirements for computer access and security; (3) ability to locate and interpret all applicable regulations; (4) knowledge of Medical Administration Service programs; (5) knowledge of medical and administrative records systems, Privacy Act, and Freedom of Information Act; (6) ability to interpret rules, regulations, policies, and procedures; (7) ability to deal with variety of individuals with tact, diplomacy, and empathy; (8) knowledge of analytical tools and methods to be able to interpret information. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education or superior academic achievement equivalent. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have a combination of specialized experience and education beyond graduate level education and specialized experience, as described above, which meet the total experience requirements for this grade level. GS 09 Qualifications Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: (1) Knowledge of management's objectives, goals, decisions, and policies; (2) knowledge of general principles of management and of the practices, techniques, and objectives; (3) knowledge of applicable public laws, VA policy and regulations, station directives, legal decisions, and state laws. dealing with care and treatment of veterans and beneficiaries; (4) knowledge of VA requirements for computer access and security to assist staff; (5) thorough knowledge of all aspects of Medical Administration Service programs and knowledge of how they interrelate to all other medical center services and programs; (6) knowledge of public laws governing VA and states served by medical center in matters of judicial hospitalization, issuing warrants, Workman's Compensation, reimbursable hospital insurance, liability of third parties, and other medico legal matters; (7) knowledge of medical and administrative records systems, Privacy Act, and Freedom of Information Act; (8) knowledge of Veterans Integrated Health System Architecture, and the various other computer programs that interface with it (BMS, EDIS, etc); (9) ability to interpret rules, regulations, policies, and procedures to make sound decisions, using good judgment; (10) ability to deal with variety of individuals with tact, diplomacy, and empathy; (11) ability to identify and analyze complex problems or situations with a range of variables; (12) ability to complete assigned projects, studies, narrative and statistical reports, reviews in a thorough, accurate, and timely manner; (13) ability to explain and organize complex issues in writing; (14) available to be recalled on an emergency basis in order to maintain administrative support for off-tour patient care; and (15) knowledge of analytical tools and methods to be able to interpret information and make recommendations on improvement in the systems covered. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's degree or equivalent graduate degree or two (2) full years of graduate level education leading to such a degree or LL.B. or J.D., in a related field. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a graduate's degree may be used to qualify applicants for the GS-9 level. You will be rated on the following Competencies for this position:Customer ServiceDecision MakingManages and Organizes InformationOral CommunicationOrganizational Awareness 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 requires much walking through the medical center with occasionally the requirement to lift objects such as suitcases, clothing, or medical charts. 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 Fort Harrison VA Medical Center 3687 Veterans Drive Fort Harrison, MT 59636 US
• Name: Allecia Munoz
• Phone: 352-213-8874
• Email: [email protected]