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Summary As a Supervisory Medical Management Specialist, serves as the Chief, Ambulatory Care and Process Section (ACP) in Health Administration Service at the Lexington VA Medical Center. S/he works at a two divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky. Responsibilities This job opportunity announcement (JOA) will be used to fill one (1) full-time and permanent Supervisory Medical Administrative Specialist vacancy at the Chief, Ambulatory Care and Process Section (ACP) in Health Administration Service at the Lexington VA Medical Center. S/he works at a two divisional teaching hospital affiliated with the University of Kentucky (UK) Medical Center at the U.S. Department of Veterans Affairs (VA) Medical Center, Lexington, Ky. Supervisory Responsibilities Supervisory Medical Management Specialist will serve as Chief, Ambulatory Care & Processing Section (AC&P) in the Health Administration Service (HAS) for the Lexington VA. The incumbent provides a high level of administrative support to HAS, upper management and clinical services. The primary supervisory function of this position is to provide leadership in the Means Testing, Beneficiary Travel, Decedent Affairs, Emergency Department, Outpatient Clinic and Centralized Scheduling and to provide support to the AC&P Supervisors and the Lead Patient Services Assistants. Supervisory Medical Management Specialist has full responsibility for organizing, planning, directing and controlling all the programs aligned under AC&P, and directly supervises approximately 9 FTEE. She/he is delegated the responsibility for formulating plans, evaluating and coordinating the day to day administrative management of the entire AC&P program Performs the full gamut of supervisory duties including leave approval, writing performance standards, creating position descriptions, completing annual performance appraisals, disciplining/rewarding employees, etc. Develops written operating procedures and schedules to guide employees in their work, provides training, assigns and coordinates the work. Program Monitoring and Reporting Responsibilities Supervisory Medical Management Specialist is responsible for coordinating and supporting mechanisms for successful data capture as it relates to Eligibility and Beneficiary Travel and maximizing data management efforts. Supervisory Medical Management Specialist will be responsible to ensure accurate, timely and consistent data is entered into the Medical Center database. Also, the incumbent will provide the vision for development of monitors in measuring all data input. He/she will establish in-depth training to ensure that HAS and other identified Medical Center staff are educated and accountable for data management. This information is vital in ascertain the functionality of HAS related programs, and their relationship, success, and ability of the programs to ensure that the facility is able to meet performance measures as a result of the work performed within the section and organization. Program Analysis, Process Improvement, and Reporting Responsibilities Supervisory Medical Management Specialist in instrumental in the development, implementation, and evolvement of new and/or improved processed including use of various techniques: evaluation, analysis, and testing, training and post-implementation follow-up. These tasks often require a substantial analysis of problems due to the high degree of system interrelationships. Studies involve independent and extensive research into pertinent regulations, operating procedures, established policy, interviewing key personnel, and subordinate staff. Develops programs for internal audits, systematic reviews, vulnerability assessment programs, etc. Studies involve single element and/or multiple functions. Supervisory Medical Management Specialist must utilize extensive knowledge and experience in health care systems and hospital administration at all levels to examine routine and highly complex operational systems, problems, either potential or real, and determine, in priority order, actions necessary to resolve problems. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: No Telework Position Description/PD#: Supervisory Medical Administrative Specialist/PD300520 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS):Not Authorized Requirements Conditions of Employment 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 Veterans Health Administration Health Care Personnel (HCP) - See "Additional Information" below for details. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 12/02/2024. 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. 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: (1.) Requires significant knowledge and skill of specialized reports and techniques to accurately and timely analyze and evaluate the effectiveness and efficiency at the facility level. (2.) Ability to manage and oversee personal and programs to ensure work is completed in accordance with VHA Directives, Handbooks, and Chief Business Office Procedure Guidebooks (Hospital Policy Manuals). (3.) Ability to identify and correct problems as they pertain to capturing accurate workload information. (4.) Strong knowledge in Decentralized Hospital Computer Program Systems (VISTA) and Business Office Software programs and reports and functional ability in the use of Microsoft Access, Word, PowerPoint, and Excel. (5.) Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of VHA patient administration and processing operations. (6.) Knowledge of pertinent laws, regulations, polices, and precedents that affect the use of program and related support resources in VHA patient administration and processing activities. (7.) Skilled in the ability to communicate orally and in writing with strong presentation skills. You will be rated on the following Competencies for this position: Communication Organizational Awareness Plan and organize work Problem Solving Technical Credibility Administration and Management - Knowledge of planning, coordination, and execution of business functions, resource allocation, and production. Analysis and Problem Solving - Applies the process of discovery that involves the diagnosis of problems or issues, identification and gathering of relevant information, formulation and evaluation of alternative solutions or courses of action, and selection or recommendation of the preferred solutions or course of action. Compliance - Knowledge of procedures for assessing, evaluating, and monitoring programs for projects for compliance with Federal laws, regulations, and guidance. Data Management - Knowledge of the principles, procedures, and tools of data management, such as modeling techniques, data backup, data recovery, data dictionaries, data warehousing, data mining, data disposal, and data standardization processes. Veteran and Customer Focus - Understands the VA's mission and uses this knowledge to guide actions; provides outstanding customer service and represents the organization effectively. 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: 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 There is no educational substitution at this grade level. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/. Additional Information Pursuant to VHA Directive 1193.01, VHA health care personnel (HCP) are required to be fully vaccinated against COVID-19 subject to such accommodations as required by law (i.e., medical, religious or pregnancy). VHA HCPs do not include remote workers who only infrequently enter VHA locations. If selected, you will be required to be fully vaccinated against COVID-19 and submit documentation of proof of vaccination before your start date. The agency will provide additional information regarding what information or documentation will be needed and how you can request a legally required accommodation from this requirement using the reasonable accommodation process. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act.