This position reports to the Chief of Staff, Associate Director or designee. The Incumbent is responsible for overall program management for the clinic maintenance process for the Facility and leads the facility's efforts to integrate profile management among healthcare providers, other facility staff, and patients.

Duties

Major duties: Set up the clinic structure, allowing the scheduling of patients, direct workload capture, direct insurance and co-pay billing, direct MCA costing, and track facility and provider performance against national, Veterans Integrated Network (VISN), and local measures. Responsible for establishing and managing communication plans that identify target audience, appropriate messages, activities, and resources needed for effective communication, and communication plans for change management, incorporating multiple channels to manage expectations and disseminate project progress. Oversees clinic supervision to staff delegated to services performing clinic profile coordination and management functions. Incumbent leads clinic profile team members to ensure analytics, goals, are being met using accurate and timely clinic management tools for their designated services/clinics. Coordinates all administrative needs of clinic profile building and maintenance, establishing the program goals, evaluating implementation, and data capture components for the Facility. Facilitates efficient and effective communication between Program Analysts (ADPAC)s, MCA, encounter form specialists, billing specialists, and assigned service to ensure accuracy of workload transmission and when new scheduling software is installed/implemented. Participate in Facility/VISN projects, task forces, and committees to problem-solve, educate and implement software, data capture and scheduling directive matters, and other workgroups related to access, wait times, and clinic profile management. Responsible for oversight of all clinic set up options, clinic profiles and outputs. Position requires knowledge and innovative skill to achieve clinic set up in the best interests of all clinic profile management for the Facility. Assesses the best structure of clinics, based on national mandates and direction, facility needs, provider needs, patient needs, and data desired to be captured. Responsible for standardization of clinic profile management, coordinating, establishing, and maintaining all computerized clinic profiles utilized by the Facility and meeting standards, accurate wait time and outcome measures. Coordinates ancillary needs stemming from clinic profiles such as encounter forms, printing, MCA and MCCR billing. Evaluates computer generated appointment types and determines appropriate assignments of appointment type on a timely basis. Coordinates with informatics for development and management of data systems, assisting and creating the basis for data driven decision-making of clinic profile operations management. Determines best method to collect data from a variety of sources, compiles statistics and data. Identifies problems and applies analytical techniques, correcting negative trends and provides resolutions to system issues/malfunctions, to include encounter and transmission errors, clinic grids and other issues related to clinic profile management. Investigates complaints from internal and external customers related to clinic profile set up and resolves the complaint or escalates to the appropriate manager. Develops and implements an in-depth training program for the Facility to ensure staff are properly educated and accountable for clinical profiles, scheduling, and data management. Coordinates quality assurance efforts through assessments of workflow and procedures to develop means of improving service delivery to customers. Retrieves & analyzes data for validation of clinic set up information to include billable status, count vs. non-count, DSS (MCA) identifiers and activation of encounter forms, standard naming conventions, accurate grids and all other parameters of the clinic profile. Routinely reviews clinic profiles, identifying and correcting negative trends to assist staff in projecting clinic needs with grid validation and analyzing clinic utilization. Annually evaluates and updates clinic profiles, availability, utilization, DSS (MCA) assignments, and any communication sent to patients that is associated with the clinic profile. Updates and maintains digital workflow, forms, designs, and electronic records of clinic maintenance requests, such as creating new, modifications, inactivations and cancellations. Performs other duties as assigned. Work Schedule: Monday through Friday, 8:00 A.M. to 4:30 P.M. Telework: 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 Analyst/PD99898S Relocation/Recruitment Incentives: Not Authorized Financial Disclosure Report: Not required

Requirements

• You must be a U.S. Citizen to apply for this job
• All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment. Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959
• You may be required to serve a probationary period
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)
• Participation in the Coronavirus Disease 2019 (COVID-19) vaccination program is a requirement for all Department of Veterans Affairs Personnel

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/09/2024 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 9. 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. GS-11. 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: Knowledge of applicable public laws VA regulations and national, VISN and facility directives, legal decisions and state laws dealing with care, policies, procedures, and precedents regarding scheduling, clinic profiles, ambulatory data capture, workload, billing, and Advanced Clinic Access principles. Ability to locate and interpret regulations. Thorough knowledge of insurance intake processes, specialized medical billing programs and knowledge of how they interrelate to the VA health care system services and programs. Knowledge of all VA scheduling packages and ambulatory data capture applications, other non-related packages interfacing with the ambulatory data capture program (lab, radiology, surgery, event capture, TIU, etc.), file man, and other applications pertinent to outpatient clinic profile management and data collection. Knowledge, experience and ability to select, interpret and apply regulatory guidelines, precedents and protocols to process clinic profile requests involving complicated decisions with multiple factors. Ability to discern best fit from multiple alternatives and/or to satisfy conflicting requirements and purposes. Knowledge, experience and innovative skill to evaluate and analyze processes and procedures with multiple variables, problem-solve and apply mature judgment to make complex independent decisions with ramifications across a continuum. Ability to work independently. Ability to effectively multi-task with multiple departments and assignments. Knowledge and skills to communicate effectively with a wide variety of professional and non-professional individuals to facilitate a liaison between services, a smooth and efficient workflow, resolution of problems, and promote good relationships. Knowledge and skills on how to locate, extract, interpret and generate reports of various natures for various Facility services. Knowledge of various software applications and databases to develop reports and manage data. OR Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. 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. You will be evaluated on the following competencies: Applies Technology to Tasks Attention to Detail Capacity Management Customer Service Database Management Systems 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: Regular and recurring work is mostly sedentary involving sitting at a desk, although the position requires the ability to move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee. 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

Combining Education and Experience: 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. Only graduate education in excess of the amount required for the next lower grade level may be used to qualify applicants for positions at grades GS-9 and GS-11. (When crediting education that requires specific course work, prorate the number of hours of related courses required as a proportion of the total education to be used.)

Contacts

• Address Cincinnati VA Medical Center 3200 Vine Street Cincinnati, OH 45220 US
• Name: Kimberly Barnhart
• Phone: (989)295-4682
• Email: [email protected]