This position reports to the Ambulatory Care Operations Director (ACOD) / Group Practice Manager (GPM). The primary purpose of the position is to provide assistance and support to the ACOD/GPM and to all ambulatory care services in the facility and related Community Based Outpatient Clinics (CBOCs). The incumbent is responsible for Primary Care, Mental Health, Surgery, Medicine or Ancillary ambulatory clinics oversight and integration into an efficient Clinic Practice Management (CPM) model.

Duties

Duties include but not limited to: Providing access related consultative services, working in collaboration with facility Service Lines, to review and develop guidance and policies that will facilitate standardized processes within the facility and applicable CBOCs, etc. Reviewing and providing input on regulations and policies for local interpretation, utilizing local group practice management and communication strategies. Works as part of an in house team to ensure a wide range of local factors are considered in the application of national policies and procedures. Reviewing and evaluating assigned processes and procedures to determine areas of effectiveness, efficiency, and improvement for proposal through local GPM group and supervisor. Promoting established system-wide training plans to optimize local use. Supports the local clinic management system based on national requirements. Working with Veteran Experience Officers within the local facility to evaluate patient and family concerns regarding the access to services needed. Aligning efforts with national and local requirements. Assisting supervisor in coordinating efforts to ensure patient concerns are received, evaluated, and addressed in a timely and effective manner by the appropriate subject matter experts. Providing accurate data to ensure that processes and procedures developed are appropriately supported. Incumbent utilizes advanced principles and strategies for access improvement to review and provide recommendations to Clinical Leads (CLs), including identifying strategies to reduce backlog. Monitors existing or emerging workflow issues; monitors consult management issues and provide guidance to CLs and Administrative Leads (ALs) when required. Monitors Information Technology (IT) usage and issues and provide information or assistance to CLs as needed. Working with local personnel to integrate data analytics and measures with continuous process improvement utilizing LEAN, Six Sigma, and other improvement methodologies to meet and sustain ambulatory care goals and objectives. Collecting and analyzing/reporting trended data sets; making recommendations to assist in the allocation of resources. Assisting clinic managers in identifying causal interrelationships between the various aspects of ambulatory care and its impact on clinical operations to achieve and sustain quality, safe, efficient, and effective ambulatory care. Participating in sustainment and continuous improvement plans with assigned team. Presenting continuous improvement recommendations to supervisor. Analyzing and interpreting complex data; researches and prepares comprehensive reports. Assisting clinic managers in forecasting the impact of staff changes and developing countermeasures to mitigate the effect of staff shortages on access to care. Making recommendations to managers regarding allocation of resources, including potential use of community care options. Monitoring, and making recommendations to adjust plans to effectively and cost-efficiently accomplish the mission within budgetary constraints. Performing cost analysis and cost effectiveness studies to determine make/buy decisions to address gaps. Providing administrative program advice for ambulatory care clinical support services. This may include interpreting policies, making recommendations for local policies, assisting managers in defining administrative requirements, and/or providing advice to higher level leadership on related issues. Evaluating and monitoring administrative activities and make substantive recommendations for program improvements. Implementing established action plans that will enable clinical grids to accurately reflect supply. Monitors profile indicators to help eliminate issues with backlogs (including Recall Delinquency, Past Due Return To Clinic Orders, and Open Consults), Missed Opportunity Rates, Wait Times or Community Care options. Ensures accuracy of related services FTEE, person class assignments, labor mapping and bookability. Acts as a liaison or point person for communications with persons and/or groups internal or external to the facility, representing Group Practice Management on clinical access issues. Promotes effective communication and optimal information flow within the clinics. Follows the established communication plan regarding reporting procedures for CPM access. Work Schedule: Monday - Friday, 8:00am - 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Health System Specialist/PDS0021A Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet time-in-grade and specialized experience requirements within 30 days of the closing date of this announcement, 06/20/2024. 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 within 30 days of 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 specialized 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: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following: Missions, organizations, programs, and requirements of health care delivery systems; Regulations and standards of various regulatory and credentialing groups; and Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. Examples of specialized experience would typically include but not limited to: knowledge of a wide range of qualitative/quantitative as well as analytical/evaluative methods for development and management of a major administrative program; expertise in a wide variety of computer and data management packages and databases; and planning, organizing, and leading teams to accept and implement recommendations. You will be rated on the following Competencies for this position: FlexibilityInterpersonal SkillsPlanning and EvaluatingProblem Solving 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: Performance of the incumbent's duties may require extensive walking per day to meet with the facility managers and other clinic personnel. Trips to satellite outpatient clinics are sometimes necessary and will involve transportation via automotive vehicle. The work performed is of a precise nature requiring long periods of concentration that is often interrupted. Incumbent is often faced with changing priorities and with meeting deadlines. 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 Roseburg VA Medical Center 913 Northwest Garden Valley Boulevard Roseburg, OR 97471 US
• Name: V. Edina Astheimer
• Phone: 208-422-1000 X7652
• Email: [email protected]