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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

The Supervisory Medical Administrative Specialist is recognized as a fully functioning member of the Health Administration Service Leadership Team. As such the Supervisory Medical Administrative Specialist contributes to establishing priorities, developing strategies, and making decisions regarding service level programs and policies.

Supervisory Responsibility
Analyze benefits and costs of accomplishing work in-house versus contracting; recommend whether to contract; provide technical requirements and descriptions of the work to be accomplished; plan and establish the work schedules, deadlines, and standards for acceptable work; coordinate and integrate contractor work schedules and processes with work of subordinates or others; track progress and quality of performance; arrange for subordinates to conduct any required inspections; decide on the acceptability, rejection, or correction of work products or services, and similar matters which may affect payment to the contractor. Plan work to be accomplished by subordinates, set and adjust short-term priorities, and prepare schedules for completion of work; assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees; evaluate work performance of subordinates; give advice, counsel, or instruction to employees on both work and administrative matters; interview candidates for positions in the unit; recommend appointment, promotion, or reassignment to such positions; Hear and resolve complaints from employees, referring group grievances and more serious unresolved complaints to a higher level supervisor or manager; effect minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases; identify developmental and training needs of employees, providing or arranging for needed development and training; find ways to improve production or increase the quality of the work directed; develop performance standards.


Program Monitoring, Reporting Responsibilities
Initiates, establishes, and develops comprehensive policies, processes, and procedures for work units. Develops and maintains data in a format that provides accurate and timely information for use in decision making. Ensures all standard work, standard operating procedures, and medical center policies are current and relevant. Ensures changes made locally, by the VISN, and by VACO are implemented as directed and in a timely manner.
Interacts with clinical and administrative staff to ensure day to day operations are effective. Addresses a wide variety of administrative issues that involve coordination with clinical services and that impact direct patient care. Establishes procedures with other areas to ensure delivery of high-quality medical care that is delivered in a compassionate, coordinated manner. The Supervisory Medical Administrative Specialist assists clinical service staff by orienting and training them regarding VA regulations, policies and procedures related to patient care and administrative processing. The Supervisory Medical Administrative Specialist must analyze, interpret, and implement regulations, policies, and procedures and determine how they apply to different situations, often without precedent

Program Analysis, Process Improvement, and Reporting
Supervisory Medical Administrative Specialist develops, implements, and adjusts new and improved worked process using analysis, testing, training, and after-action review. Performs data analysis to direct program development, adjust workflow, or otherwise improve processes and procedures. The Supervisory Medical Administrative Specialist maintains and improves systems of delivering health care by using lean principles applied to policies, utilization of resources, and program delivery. The Supervisory Medical Administrative Specialist serves as catalyst and change agent for continuous process improvement within HAS and throughout the facility. The Supervisory Medical Administrative Specialist conducts analytical studies and uses lean process improvement skills and tools to resolve critical programmatic or operational issues.

Work Schedule: Monday-Friday 7:30am-4:00pm
Telework: No Telework
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Medical Administrative Specialist/PD304790
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized

DUTIES INCLUDE, BUT NOT LIMITED TOO :This position is responsible for planning and directing the work of the Medical Support Assistants (MSA), Advanced Medical Support Assistants (AMSAs), and Lead Medical Support Assistants assigned to their area of supervision. The supervisor assigns and evaluates the work of subordinate staff, resolves complex issues when problems arise, identifies educational and training needs, and makes recommendations for improved operations. The supervisor participates in the interview process and takes the appropriate corrective employee actions when needed. Other duties may require:

• Coordinates a measurement system and quality improvement efforts within the parameters of the teams.
• Systematically review all activities to assure that the highest quality of care is delivered in the most cost possible.
• Recommends changes in existing programs, using productivity, cost effectiveness s and clinical outcome criteria.
• Periodically works with other managers to assess the effectiveness of the HAS operation and to make recommendations concerning resources, patient flow, etc.
• Responds to Congressional inquiries, conducts administrative investigations and prepares reports response with concurrence of team leaders for signature of the Chief Medical Officer.

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION***

This position involves a multi-grade career ladder. The major duties listed below represent the full performance level of GS-9. At the GS-7 grade level, you will perform assignments of a more limited scope and with less independence. You will progressively acquire the background necessary to perform at the full performance level of GS-9. Promotion is at the discretion of the supervisor and is contingent upon satisfactory performance, availability of higher-level work, and availability of funds.

• Provides administrative authority, guidance, and decision making to Medical Officer of the Day (MOD), Nursing Officer of the Day (NOD), and other similarly named Nurse and Medical positions in charge after hours, and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours.
• Provides orientation and situational technical advice to physicians regarding VA policies and procedures.
• Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients.
• Performs for administrative matters as the MOD does for clinical matters, working as a team to carry out top management responsibilities during other than regular working hours.
• Directly intervenes with problems regarding patient activity, directing and advising clinical staff of appropriate administrative action.
• Assists in responding to emergencies, determines priorities and nature of action to be taken; authorizes services, supplies, and personnel; notifies authorities as situation dictates.
• Implements search plan for missing patients; informs next-of-kin of search status, as appropriate.
• Observes for safety, potential problems, and takes corrective action.
• Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate nonservice-connected applicants; counseling nonservice-connected veterans to determine ability to defray costs of medical care elsewhere.
• Acts as an advisory resource to all personnel assigned to other than normal tours of duty, such as medical clerks, telephone operators, file room personnel, admitting and clinic clerks and Contact Representatives.
• Maintains current bed inventory utilizing BMS (Bed Management System) software and ensures the accuracy of the program for national reporting purposes; obtains bed availability for treatment needs.
• Provides daily report/log of all activities occurring during tour of duty and briefs on-coming shift of pending events or the current status of any administrative issues.
• Conducts analytical studies on operational processes, issue topics, or related special projects as assigned. These may include access, consultations, travel, enrollment management, Medical Center Memoranda or Policies or other topics related to the flow of patient care related to health administration processes.
• Perform other duties as assigned.