The incumbent position is located at the New York Harbor, VA Medical Center, New York Harbor Health Care System (NYHHCS), Department of Veterans Affairs in the office of Health Administration Service, an administrative service that supports multiple clinical functions. Health Administration Service (HAS) functions support specific business activities that support the healthcare system.

Duties

Responsible for overseeing of the staff in the Brooklyn medical center and St Albans and Staten Island clinics scheduling section (s). Must assure that they follow all VHA Directive 1230 scheduling and VA directives, policies and procedures and they have the mandatory training required. Work with all services throughout NYHHCS to ensure compliance to VA directives, policies. Makes daily and frequent personal and telephone contact with variety of individuals including physicians, nurses, technical support staff, Veteran patients, and families of patients, and Veteran Service Officers. Subject matter expert on scheduling and schedules inpatient and/or outpatient clinic appointment using Veterans Health Information Systems and Technology Architecture (VistA) scheduling options. Investigates patient complaints and prepares written response. Ensures effective use of office staff and recommend needed changes to enhance central support services Reviews and provides guidance to Clinical Leads and Administrative Leads to address scheduling and impact to clinic operation management issues and develop action plans. Assigns, reviews, and evaluates work of employees on a daily basis to assure that production and accuracy requirements are met. Informs employees of all aspects of personnel programs of the VA New York Harbor Healthcare System, either answering their questions on such matters or obtaining information from specialists when more technical answers are required. Provides on-the-job training for employees, broaden employee training, and provide back-up skills by cross training. Must analyze, interpret and implement regulations accurately to reflect current operating procedures and is familiar with precedents concerning changes in regulations or policies Continually and systematically evaluate assigned operations and to make necessary recommendations to ensure conformance with standards and established goals. Incumbent prepares recurring and non-recurring statistical reports for presentation to the Chief HAS, and/or top management. Serves as a management official responsible for enacting VA's environmental policy. Performs other duties as assigned. Work Schedule: Monday through Friday 8:00am-4:30pm Virtual: This is not a virtual position. Position Description/PD#: Medical Admin Specialist/PD006660 Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 02/23/2024. 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-12 position you must have served 52 weeks at the GS-11. 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-11 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 qualitative and quantitative techniques for analyzing and measuring the effectiveness, efficiency, and productivity of administrative and technical programs. Knowledge is applied in conducting studies, analyzing findings and making recommendations on substantive operating programs. Knowledge of all VA Privacy and HIPAA regulations and policies. Knowledge of various automated systems (Vista, CPRS), appropriate procedures and skills to either change information in these systems, or to extract information or reports needed to perform analysis of workload data and clinic scheduling. Sound interpersonal skills are also essential in explaining the various processes to veterans, staff, or visitors, which requires clarity of instructions and patient until new situations or problems are resolved. Comprehensive knowledge of pertinent laws, regulations, policies, guidelines and procedures is required. A broad knowledge and experience in the field of patient administration, both inpatient and outpatient, medical records and related fields of medical administration. A thorough knowledge of varied functions of computer spreadsheets, database computer applications, etc., to produce and maintain a whole variety of documents. Must be able to plan effectively, have sound fundamental knowledge or organizational theory and practice, and have a high degree of skill in oral and written communications. Must be able to effectively teach, train and orient other staff to data validation methods and monitoring systems. Must have knowledge of and be able to analyze and validate reports of data, workload and funding, etc. You will be rated on the following Competencies for this position: AccountabilityAdministration and ManagementCritical ThinkingCustomer Service 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 incumbent's work is primarily sedentary although some slight physical effort may be required such as walking, standing, bending, and carrying small items such as manuals, books, charts, and papers. 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

There is no educational substitution at this grade level.

Contacts

• Address VA NY Harbor Healthcare System 423 East 23rd Street New York, NY 10010 US
• Name: Alicia Franklin
• Phone: 716-393-8342
• Email: [email protected]