Program Specialist
Duties include but are not limited to:
Clinic Coordination and Analysis - 25% The clinic coordinator manages several key aspects of the HBPC, HPACT, WH and CBOC clinics. Assists management with decisions on appropriate clinic set up, taking into consideration the number of clinicians, space available, nursing staff and clerical support availability; time frame etc. monitors setups and identifies when adjustments are in order and makes recommendations for adjustments to clinic supervisor and chiefs. On a daily basis, reviews clinic functions, e.g. overbooking of patients, scheduling new patients, and resolving consults. Responsibility for all clinic cancellations and requires that the clinicians adhere to policy so that patient care is not compromised. Responsible for day-to-day issues associated with the clinics. As such, works directly with the clinic manager to assign staff to various activities to ensure that productivity and access to care are maximized. Assists with orientation of new staff into standard operating procedures of the clinics. Collects utilization data, assuring that all workload data are captured and appropriately validated. Reviews data and recommends methods to improve productivity and expand services. Works with their supervisor to set long and short term goals. Provides feedback to staff on the results of data collection and works with staff to develop and implement strategies for improving delivery of care. Coordinates quality assurance/utilization review activities within the clinic, e.g., patient and staff satisfaction surveys, clinical pertinence reviews, clinical utilization reports, etc. Prepares all recurring and nonrecurring reports, complies and analyzes data and gathers information for such reports. Recommends changes in existing clinic activities using productivity, cost effectiveness and clinic outcome data. Ensures that there is reliable and timely access to all clinical and non-clinical information necessary for the provisions of high quality care. The clinic coordinator ensures that clinicians have access to educational and informational materials and that change in policy, procedures, standards, etc. are disseminated to personnel in a timely manner. Acts as a resource to all staff located within HBPC, HPACT, WH and CBOCs on computer issues and VA software programs. Administrative Support - 25% Maintains timecards for clinical and administrative personnel. Ensures that all Health Care personnel have sufficient training to perform well in the computer programs that they will need to do their job. Acts a resource for and provides administrative guidance and support to Health Promotion Disease Prevention (HPDP), Veterans Health Education (VHEC) and other outpatient departments within Manchester VAMC as needed or upon request on clinic set up, process and functions. Supply and Service Management - 25% Performs annual inventory on all equipment used within the designated services. Works closely with logistics to order supplies and equipment. Serves as the VISN consult point of contact, responsible for overseeing all Primary Care consults and monitors them for timeliness. Assists management in balancing supply and demand for outpatient services through continuous forecasting and contingency planning. Ensures that all provider clinic set up have been reviewed for accuracy, appropriately utilized and thereafter reviewed on an annual basis. DATABASE MANAGEMENT - 25% Point of contact for Primary Care Management Module (PCMM). Responsible to train administrative staff on all functions of PCMM. Responsible for the integrity of the Medical Center's significantly large PCMM database. Required to work closely with Medical Center clinic support staff, clinical service chiefs, CBOC staff, DSS staff, VISN staff and Central Office staff in order to maintain integrity of this program and data. These duties include monitoring and maintaining provider profiles, monitoring panel sizes, oversight and correction of transmission errors, and review/rectification of incorrect patient assignments. Prepares reports, upon request using established and ad hoc FILEMAN computer programming routines. Collects, compiles, analyzes and presents data regarding the integrity of the PCMM package. Performs other duties as assigned. Preferred
Experience:
Primary Care administrative experience; Experience with the Primary Care Management Module (PCMM). Work Schedule:
Monday - Friday; 7:
30 am - 4:
00 pm and/or 8:
00 am - 4:
30 pm Telework:
Eligible Virtual:
This is not a virtual position. Position Description/PD#:
Program Specialist/PD608-02771-0 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/02/2020. 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-09 position you must have served 52 weeks at the GS-07. 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 as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Assisting in processing administrative issues; acquiring and maintaining a working knowledge of relevant laws, regulations, standards, or procedures; promoting and maintaining good working relationships with key individuals or groups; monitoring, maintaining, and updating data, records, or other information; reviewing reports, documents, records, data or other information. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, or 2 full years of progressively higher-level graduate education leading to such a degree or an LL.B. or J.D., that is related to the work of this position as a substitute for the required experience. NOTE:
TRANSCRIPTS MUST BE SUBMITTED. 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 that required for the GS-07 level (The applicant's first year of graduate study is not qualifying for GS-9). NOTE:
TRANSCRIPTS MUST BE SUBMITTED You will be rated on the following Competencies for this position:
Administration and ManagementAnalytical ReasoningDecisivenessPlanning and Evaluating 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 position involves a great deal of mobility within the clinic area as well as the rest of the medical center and may require travel to other sites. The employee must be able to operate a computer terminal and be able to manage multiple activities at one time. The employee may need to carry reports or forms and to bend for filing. 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/.
Estimated Salary: $20 to $28 per hour based on qualifications.
Clinic Coordination and Analysis - 25% The clinic coordinator manages several key aspects of the HBPC, HPACT, WH and CBOC clinics. Assists management with decisions on appropriate clinic set up, taking into consideration the number of clinicians, space available, nursing staff and clerical support availability; time frame etc. monitors setups and identifies when adjustments are in order and makes recommendations for adjustments to clinic supervisor and chiefs. On a daily basis, reviews clinic functions, e.g. overbooking of patients, scheduling new patients, and resolving consults. Responsibility for all clinic cancellations and requires that the clinicians adhere to policy so that patient care is not compromised. Responsible for day-to-day issues associated with the clinics. As such, works directly with the clinic manager to assign staff to various activities to ensure that productivity and access to care are maximized. Assists with orientation of new staff into standard operating procedures of the clinics. Collects utilization data, assuring that all workload data are captured and appropriately validated. Reviews data and recommends methods to improve productivity and expand services. Works with their supervisor to set long and short term goals. Provides feedback to staff on the results of data collection and works with staff to develop and implement strategies for improving delivery of care. Coordinates quality assurance/utilization review activities within the clinic, e.g., patient and staff satisfaction surveys, clinical pertinence reviews, clinical utilization reports, etc. Prepares all recurring and nonrecurring reports, complies and analyzes data and gathers information for such reports. Recommends changes in existing clinic activities using productivity, cost effectiveness and clinic outcome data. Ensures that there is reliable and timely access to all clinical and non-clinical information necessary for the provisions of high quality care. The clinic coordinator ensures that clinicians have access to educational and informational materials and that change in policy, procedures, standards, etc. are disseminated to personnel in a timely manner. Acts as a resource to all staff located within HBPC, HPACT, WH and CBOCs on computer issues and VA software programs. Administrative Support - 25% Maintains timecards for clinical and administrative personnel. Ensures that all Health Care personnel have sufficient training to perform well in the computer programs that they will need to do their job. Acts a resource for and provides administrative guidance and support to Health Promotion Disease Prevention (HPDP), Veterans Health Education (VHEC) and other outpatient departments within Manchester VAMC as needed or upon request on clinic set up, process and functions. Supply and Service Management - 25% Performs annual inventory on all equipment used within the designated services. Works closely with logistics to order supplies and equipment. Serves as the VISN consult point of contact, responsible for overseeing all Primary Care consults and monitors them for timeliness. Assists management in balancing supply and demand for outpatient services through continuous forecasting and contingency planning. Ensures that all provider clinic set up have been reviewed for accuracy, appropriately utilized and thereafter reviewed on an annual basis. DATABASE MANAGEMENT - 25% Point of contact for Primary Care Management Module (PCMM). Responsible to train administrative staff on all functions of PCMM. Responsible for the integrity of the Medical Center's significantly large PCMM database. Required to work closely with Medical Center clinic support staff, clinical service chiefs, CBOC staff, DSS staff, VISN staff and Central Office staff in order to maintain integrity of this program and data. These duties include monitoring and maintaining provider profiles, monitoring panel sizes, oversight and correction of transmission errors, and review/rectification of incorrect patient assignments. Prepares reports, upon request using established and ad hoc FILEMAN computer programming routines. Collects, compiles, analyzes and presents data regarding the integrity of the PCMM package. Performs other duties as assigned. Preferred
Experience:
Primary Care administrative experience; Experience with the Primary Care Management Module (PCMM). Work Schedule:
Monday - Friday; 7:
30 am - 4:
00 pm and/or 8:
00 am - 4:
30 pm Telework:
Eligible Virtual:
This is not a virtual position. Position Description/PD#:
Program Specialist/PD608-02771-0 Relocation/Recruitment Incentives:
Not authorized Financial Disclosure Report:
Not required To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 11/02/2020. 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-09 position you must have served 52 weeks at the GS-07. 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 as described below:
Specialized
Experience:
You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to:
Assisting in processing administrative issues; acquiring and maintaining a working knowledge of relevant laws, regulations, standards, or procedures; promoting and maintaining good working relationships with key individuals or groups; monitoring, maintaining, and updating data, records, or other information; reviewing reports, documents, records, data or other information. OR, Education:
Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, or 2 full years of progressively higher-level graduate education leading to such a degree or an LL.B. or J.D., that is related to the work of this position as a substitute for the required experience. NOTE:
TRANSCRIPTS MUST BE SUBMITTED. 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 that required for the GS-07 level (The applicant's first year of graduate study is not qualifying for GS-9). NOTE:
TRANSCRIPTS MUST BE SUBMITTED You will be rated on the following Competencies for this position:
Administration and ManagementAnalytical ReasoningDecisivenessPlanning and Evaluating 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 position involves a great deal of mobility within the clinic area as well as the rest of the medical center and may require travel to other sites. The employee must be able to operate a computer terminal and be able to manage multiple activities at one time. The employee may need to carry reports or forms and to bend for filing. 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/.
- Department:
0301 Miscellaneous Administration And Program - Salary Range:
$58,909 to $76,583 per year
Estimated Salary: $20 to $28 per hour based on qualifications.
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