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Supervisory Medical Administration Specialist

Expired Job

Department Of Veterans Affairs Houston , TX 77020

Posted 2 months ago

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  • Duties

HelpDuties Summary

The incumbents serve as Team Chiefs in the Health Administration Service (HAS). The incumbents provide a high level of administrative support to HAS, upper management and clinical services.

The incumbents could also be asked to fill in for supervisors in other sections of HAS. The approximate FTE range for each Team Chief would be from 40 to 60 and the grade range would be GS-3 through GS-8 levels. The incumbents may also be required to be available for rotating shifts, weekends and holidays.

Learn more about this agency


The incumbent serves as a HAS Team Chief by advising the HAS Assistant Deputy Chief or Deputy Chief HAS, and others concerning patient services and access for care. The incumbent is responsible for the coordination of all outpatient clinic service administrative operations to include the CBOCs. The Inpatient HAS Team Chief will be responsible for the coordination of all inpatient administrative operations to include admissions and discharges. The incumbent must have a strong background and experience with all requirements of the VHA Scheduling Directive.

Duties include but not limited to:

  • Managing Outpatient and Inpatient Services (scheduling, insurance capture, pre-registration, kiosk management)

  • Managing Beneficiary Travel, research and development of response letters to patient and/or congressional inquiries), mostly at the CBOCs.

  • Managing Enrollment/Patient Registration at the CBOCs for walk-ins.

  • Policy and procedure development and communication to staff, with Implementation of applicable VHA Directives.

  • Labor Relations (Disciplinary and Adverse Actions).

  • Managing the Clinic Profile Process for all clinics to include the CBOCs as well as providing direct supervision to the Program Support Assistants in that process.

  • Providing direct supervision to the Lead Medical Support Assistants for all the clinics and CBOCs.

  • Managing the scheduling audit process performed by the Supervisory and Lead MSA staffing. May also be asked to audit other Team Chief's sections.

Work Schedule: To be determined by the service's needs. Candidate must be willing to work weekends, irregular work hours and extended hours for the purpose of performing off tour rounds or for coverage. The candidate must be willing to be placed, detailed or temporarily assigned to other related services and/or locations, if necessary.

Telework: Not Available

Virtual: This is not a virtual position.

Position Description/PD#: PD# 580-03678-A

Relocation/Recruitment Incentives: Not Authorized

Financial Disclosure Report: Not required

Travel Required

Occasional travel - You may be expected to travel to our Community Based Outpatient Clinics (CBOCs).

Supervisory status


Promotion Potential

  • Job family (Series)
    0301 Miscellaneous Administration And Program

  • Requirements

HelpRequirements Conditions of Employment

  • You must be a U.S. Citizen to apply for this job

  • Designated and/or random drug testing may be required

  • 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


To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/28/2018.

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-9 position you must have served 52 weeks at the GS-7. 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. 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-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: specialized experience is experience with planning, managing and directing all technical and administrative activities/issues associated with the VHA Scheduling Directive which requires experience with appointment scheduling, entering and removing patients from the Electronic Wait List (EWL), and using the Recall Reminder System. Knowledge and experience with enrollment, Tricare, CHAMPVA, Outreach, eligibility health benefits, details and admissions. Knowledge or experience in bed management system and source admissions. Supervises and provides daily program planning, future planning and administration of scheduling and auditing processes as well as clinic profile and utilization management at the medical center; assist in answering inquiries related to scheduling activities and also shares information pertaining to recent VHA directives, handbooks or policies having to a direct impact on patient access. OR,
  • Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have as follows: 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., from an accredited college or university. (Note: One year of full-time graduate education is defined as 18 semester hours, unless otherwise defined by the college or university.) OR,
  • Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education. To calculate, first identify the percentage of required education you have earned. (Note: Only graduate education beyond 1 full year is creditable when combining experience and education at this grade level.) Then, identify the percentage of required experience you possess. Add the two percentages. The total percentage must equal at least 100% in order to qualify.

You will be rated on the following Competencies for this position:

  • Ability to lead personnel in order to effectively move complex processes and diverse people to achievement of defined goals.

  • Ability to direct, interpret and implement current and new procedures, resolve procedural problems, observe results and conduct studies necessary to improve the quality and quantity of the end product.

  • Knowledge and ability to gather, assemble and analyze data, recognize problems, propose solutions and prepare written and oral responses.

  • Skill and experience in performing personnel issues such as hiring, awards, disciplinary actions, etc.).

  • Ability to communicate effectively, both orally (educating, motivating, persuading, etc.) and in writing (policies, studies, reports, etc.) with individuals of diverse backgrounds and varying levels or understanding regarding information being presented.

  • Knowledge and experience of the national scheduling directive.

  • Candidate must have experience in performing scheduling duties and working with reports related to scheduling, clinic utilization, consults, electronic wait list, and recall system. In addition, must have experience in setting up clinic profiles and performing grid validation. Must be familiar with using the following options and programs: EARR, IEMM, CUSS, EWL, VSSC, VAR (now on-line scheduling), VSE, PCMM, PDX, and HINQ or VIS.

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:
This is primarily a sedentary position, but the work requires some walking, bending, stooping and carrying of light objects such as manuals, documents, etc. Concentration and sustained performance under prolonged stress is required because of the time factors involved in completion of work assignments within deadlines.


A transcript must be submitted with your application if you are basing all or part of your qualifications on education.

PLEASE NOTE: Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement). Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education. Applicants can verify accreditation at the following website: All education claimed by applicants will be verified by the appointing agency accordingly. 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.

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Supervisory Medical Administration Specialist

Expired Job

Department Of Veterans Affairs