Summary The incumbent serves as a Clinical Business Support Manager within the Health Administration Service (HAS), and answers directly to the Deputy of HAS. The employee provides management, support, and required oversight to assist all scheduling processes, personnel, and key business staff to the medical center. The position manages the scheduling supervisors, auditors, and owns all oversight of the scheduling process at the facility. Responsibilities The incumbent serves in a developmental capacity at the GS-11 level. Key functions will be similar to those described at the full performance level of the target position. However, during the developmental assignment, full performance range and level of selected functions will not be completely delegated to the employee until proper orientation and training have been completed and the incumbent has demonstrated the knowledge, skills and abilities necessary to accomplish the work at the full performance level. Duties include but are not limited to: Serves as Scheduling Manager by advising the Deputy Chief of Health Administration Service (HAS), The Chief HAS, and others concerning patient processing, all outpatient scheduling oversight, and auditing within the Salt Lake City Health Care System. Provides technical advice and expertise concerning patient processing and scheduling activities for the Salt Lake City VA Medical Center and ten CBOCS in Utah. Serves as point-of-contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities. Analyzes data generated from a variety of sources to identify and report by section, clinic or other location implementation of significant process changes and adherence to the systems re-design principles. Serves as liaison between HAS leadership, medical center management, service chiefs and front-line employees in identifying and initiating corrective actions, such as training, to achieve improved clinic access. More complex issues that arise will be researched with recommendations supported with data, forwarded to the appropriate stakeholders and/or leadership for final decisions. Responsible for the daily program planning, future planning and administration for all outpatient scheduling HAS operations within the SLCHCS. The incumbent is delegated authority under the Deputy Chief HAS and the HAS Chief to make procedural changes, decisions, workload assignments and commitments within the section. Responsible for the recruitment of supervisory personnel within the section assigned at SLCHCS and will directly mentor and ensure leadership and supervisory training development of these staff occurs during each fiscal year. Maintains overall administrative management for the section including interpreting administrative policies, developing or implementing local policies, defining administrative requirements, and/or providing advice to management on related issues. Develops performance standards and evaluate work performance of subordinates Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: 7:30am-4:00pm 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 - Scheduling Manager/PD145570 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 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, 12/09/2024. 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 09 . 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 and/or education for the GS -11 as described below: Specialized Experience GS-11: You must have one (1) full 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: Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; Will be directly responsible for meeting the staff support needs of clinical staff; Will develop and implement changes in the facility's scheduling process to ensure it meets national guidelines and directives, creating a business cycle focusing on the needs of the patients; Emphasizing the importance of capturing all insurance information, including updates and changes in insurance coverage; Establishes unique or completes quality and productivity programs. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D or equivalent doctoral degree or, three full years of progressively higher-level graduate education leading to such a degree, or LL.M., if related to the position. OR Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond graduate level. You may qualify based on your experience for the GS -12 grade level as described below: Specialized Experience GS-12: Do you possess one (1) full year of specialized experience that equips you with the knowledge, skills, and abilities to successfully perform the duties of the Supervisory Medical Administrative Specialist position, and that is typically in or related to the work of the position being filled. This specialized experience must have been 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: Provides technical advice and expertise concerning patient processing and scheduling activities; Serves as a point-of contact for supervisors and staff scheduling outpatient services to assist in answering inquiries related to patient scheduling activities, and ensure compliance with all VHA directives, handbooks, guidelines, and/or policies related to patient scheduling activities; Knowledge and skill in applying analytical and evaluative methods and techniques to issues or studies concerning the efficiency and effectiveness of program operations; Knowledge of pertinent laws, regulations, policies and precedents which affect the use of program and related support resources in the area studied; Knowledge of the major issues, program goals and objectives, work processes, and administrative operations of the organization; Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness and/or organizational productivity; Skill in conducting detailed analyses of complex functions and work processes'; Must have interpersonal skills in presenting staffing recommendations and negotiating solutions to disputed recommendations; Knowledge of personal computer software applications to analyze data, present data and make recommendations. Thorough knowledge of overall mission priorities and Services in Health Administration Service, Scheduling Section as they relate to the full scope of SLCHCS mission; Thorough knowledge and the ability to accurately interpret and implement VA directives, Federal regulations, public laws, State and Local laws governing entitlement for health care both in the VA and at the expense of the VA to ensure maximum efficiency and effectiveness in all areas of the program management responsibility; Thorough knowledge of the Privacy and Freedom of Information Acts to ensure appropriate compliance. Working knowledge of Joint Commission, DRGs, MCA and other agency requirements. You will be rated on the following Competencies for this position: Administration and Management Analysis and Problem Solving Communication Managing Human Resources 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 work is primarily sedentary, although some slight physical effort may be required. 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 the GS-12 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 Receiving Service Credit or Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. 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.