This position functions as the Supervisory, Medical Administration Specialist (Supervisory MAS) with oversight of administrative activities at the William C. Tallent Outpatient Clinic in Knoxville and all Knoxville Annexes under the James H. Quillen VA Medical Center (JHQVAMC)

Duties

The incumbent advises the section managers, front line supervisors, Assistant Chief and Chief of Business Office, and when requested to the Associate Chief of Staff, Associate Director and Director concerning patient administration and legal eligibility for care issues. Duties include, but are not limited to: Analyzes the administrative workflow and problems to establish and develop operational procedures to ensure proper functioning of all organizational components. Recommends changes in policy and procedures, is responsible for compliance with congressional legislation, VHA directives, and/or local system policy relying on personal knowledge to coordinate necessary changes with the total organizational and operational functions of the system. Establishes and maintains necessary controls to supply system management with desired information for effective financial management. Responsible for all matters pertaining to entitlement and eligibility for comprehensive medical benefits. Controls and coordinates the activities related to the reception, registration, admission, check-in/out, and disposition of outpatients, and the entry and reporting of related workload activity. Participates in planning, implementing, and evaluating all programs relative to administrative support services, including systematic review, monitoring of performance improvement, space utilization, equipment management, and system analysis. Identifies, coordinates, and conducts training in leadership, work management, performance evaluation, patient and medical records processing, workload data entry and reporting, enrollment and eligibility, comprehensive registration, and other related patient administration activities. Maintains training schedules and standard operating procedures to ensure that employees are effectively knowledgeable in their duties and to ensure that alternate coverage is effective when needed. Reviews recommendations for promotions, reassignments, and separations of employees assigned to the section. Interviews and selects new personnel for the section in conjunction with section supervisors. Integrates and coordinates the work of the section to ensure that required reporting deadlines are met. Coordinates the various functions of the section with other Business Office section chiefs; ensures the efficient operation of the units and advises the supervisors of the various resources available to meet their needs. Determines, formulates, executes and evaluates the budgetary requirements of assigned fund control points and programs. Supervises medical administrative staff to include extended clinic hours when workload and access needs necessitate; including interviews and selections for vacant positions, leave approval, providing coverage in the scheduled absence of employees, and evaluating work performance. Analyzes operations problems in terms of quality and efficiency, recommends, and initiates corrective action. Ensures the identification and reporting of all outpatient workloads and special services accurately and timely through medical records documentation, proper completion of encounter forms, and accurate transmittal or workload data. Uses available system reports, identifies areas of inaccuracy or fiscal vulnerability, determines causes, develops corrective measures, and advises the Chief of Business Office. Prepares and submits to the Chief, BO, quarterly Management Improvement Program briefing reports which outline the status of short and long-range service objectives applicable to the Ambulatory Care Section; equipment utilization and needs with thorough justification; staffing (vacancies; turnover); space needs and recommendations; funding; overtime usage and justification; assigned Health SystemsReview Program reports; and personnel management issues including disciplinary/adverse actions and status of training. Other duties as assigned. Work Schedule: Monday - Friday, 07:45 a.m. to 4:30 p.m., may be required to work irregular tours. 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#: Supervisory Medical Administration Specialist/PD601450 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, 12/08/2023. 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. 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: 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: Comprehensive knowledge and ability to accurately interpret directives (e.g., public laws; United States Code; Code of Federal Regulations; VHA directives; local system policies) governing all eligibility for VHA health care benefits and patient administration, to include appointment scheduling, clinic set-up and cancellations, enrollment and eligibility, admissions, and decedent affairs. Determines, formulates, executes and evaluates the budgetary requirements of assigned fund control points and programs. Identifies, coordinates, and conducts training in leadership, work management, performance evaluation, patient and medical records processing, workload data entry and reporting, enrollment and eligibility, comprehensive registration, and other related patient administration activities. Providing technical and administrative supervision to supporting staff in a medical clinic or hospital. Utilizing various software programs to gather, assemble, and analyze a variety of complex data in order to identify workload trends, areas of financial vulnerability, and various policies and procedures for appropriateness and compliance. Ability to complete assigned projects, studies, narrative and statistical reports, reviews in a thorough, accurate, and timely manner. Ability to prepare and present written or oral quantitative/qualitative reports based on conducted research, compilation, and programs. Applying analytical and evaluative methods and techniques concerning efficiency and effectiveness of program operations. Working knowledge of medical terminology in order to effectively communicate with clinical staff. OR, Education: Applicants may substitute education that is directly rated to the occupation for the required experience. To qualify based on education for this grade level you must have at least a Ph.D. or equivalent doctoral degree; or 3 full years of progressively higher level graduate education leading to such degree; or LL.M, if related in an accredited college or university that demonstrates the knowledge, skills and abilities necessary to do the work of this position and that is typically in or related to the position to be filled (TRANSCRIPTS REQUIRED). OR, Combination: Applicants may also combine education and experience to qualify at this level. You must possess equivalent combinations of successfully completed graduate level education (in excess of the first two years or 36 semester hours) and specialized experience to meet total experience requirements. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation (TRANSCRIPTS REQUIRED). You will be rated on the following Competencies for this position: Administration and ManagementAnalysis and Problem SolvingCommunicationComputer SkillsKnowledge ManagementTechnical 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: Duties involve considerable walking and sitting. They also include occasional bending, standing, lifting, and carrying of manuals, files and medical records. A substantial amount of work time involves reading, writing, and utilizing computers. Work Environment: Work is performed primarily in an office environment utilizing various types of automated office equipment. The incumbent is also expected to perform duties in offices and conference rooms in other areas of the facility or at other system sites if necessary. Visits to community based outpatient clinics are required. There is adequate. light, heat, air conditioning, and ventilation in the work area. Safety precaution is equivalent to that observed in a business office area within a health care facility. 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 James H Quillen VA Medical Center Corner of Lamont Street and Veterans Way Mountain Home, TN 37684 US
• Name: Yvonne Laguna
• Phone: 1-858-623-1873
• Email: [email protected]