Summary The Dayton, Ohio Veterans Affairs Medical Center is recruiting for a well-qualified Supervisory Medical Administration Specialist, located in the Ambulatory Care and Procession section of Patient Business Service. Responsibilities Duties include, but are not limited to: Acting in the absence of the section chief or Deputy Service Chief. Assist to perform non-clinical administrative duties, drafting policy for medical center memoranda; certifying officer for documents. Ensuring that appropriate legal, regulatory, and policy requirements are met. Processes administrative issues. Assists with computer issues. Providing administrative authority, guidance, and decision making concerning administrative matters, orientation and technical advice. Assisting medical center staff with medically related problems. Intervening with problems regarding patient activity, directing and advising clinical staff of appropriate administrative action. Observing, evaluating, and coordinating administrative activities. Acting on behalf of Director to initiate needed immediate administrative action. Assuming control of communications and notifications in event of local and civil disasters. Participating in Health Care System (HCS) incident command planning committees and emergency management training drills. Assisting in responding to emergencies, determining priorities and nature of action to be taken; authorizing services, supplies, and personnel; notifies authorities. Implementing search plan for missing patients. Initiating prearranged call tree, or calling in all necessary employees on an overtime basis for emergent needs. Responding to non-routine patient condition and other inquiries. Overseeing determination of applicants' eligibility. Determining release of data from patients' records. Functioning as Patient Representative. Referring requests from media for to public affairs official, providing administrative guidance and advice to clinical staff concerning administrative matters, performs administrative functions to release the remains of a deceased patient to the designated funeral home for proper burial. Establishing and maintaining liaison with Public Affairs Officer. Monitors official VA HCS social media profiles and alerts appropriate Medical Center personnel to any findings that need further attention. Administratively approving and coordinating tests and procedures which cannot be done at the VAMC, locating available resources and authorizing payment of services at community hospitals. Coordinating patient referrals and transfers to and from medical center from VA and non-VA medical facilities, and lodging required for eligible Veterans or family. Preparing daily Gains and Losses Sheet and other statistical reports. Ensuring that check-in processes are properly recorded, and dispositions occur timely. Responding to requests under Beneficiary Travel authorities and VA Veterans Transportation Service (VTS). Facilitating urgent transportation, acts as the subject matter expert on VA funded and non-VA funded transportation programs, eligibilities, and procedures. Coordinating with VA Crisis Line and Nurse Advice Line in assisting Veterans in emergent or crises situations. Maintaining Seriously Ill roster, notifying next-of-kin. Recording operative permits, and assisting physician in administrative matters. Providing compassionate and sympathetic explanation of death and burial benefits, autopsy and post-autopsy appearance to next- of-kin. Recording procedural, operative, autopsy, organ donation permits, and understanding Organ Donation Program and donation of bodies. Coordinating with VA Police, Compliance, Service Chief and/or Medical Center Director to investigate unusual incidents. Faxing requested medical records to other hospitals, requesting release of information from other hospitals, using scheduling system, and notarizing advance directive for patients and staff. Supervising Medical Administration Specialists and Medical Support Assistants (MSAs); overseeing leave, awards, disciplinary actions, reviews, counseling. Training developmental level MSAs. Evaluating and managing flow of work, assigning daily tasks, planning monthly scheduling to ensure proper coverage. Managing supplies and equipment, budget tracking, purchasing, and contract obligations, inventories and accounting. Reviewing annual inventory documents for accuracy. Conducting studies on operational processes, issue topics, or special projects, reviewing data and information for trends, problem areas, and making recommendations. After hours data assistance includes processing beneficiary travel claims, scanning enrollment applications into system, disposition of the registration of veterans, confirming veteran military discharge status. Work Schedule: rotating tour of duty, including holidays and weekends Telework: Not available Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD93026-0 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, 11/14/2024. 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-9. 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-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: program administration management, and management analysis and program analysis. 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 3 full years of progressively higher level graduate education leading to such a degree, or an LL.M., if related. One year of full-time graduate education is considered to be the number of credit hours that the school attended has determined to represent 1 year of full-time study. Part-time graduate education is creditable in accordance with its relationship to a year of full-time study at the school attended.. 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 the undergraduate level. You will be rated on the following Competencies for this position: Administration and Management Customer Service Decisiveness Health Information Exchange Managing Human Resources Organizational Awareness 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: Work is generally sedentary with walking required. The Supervisory Medical Administration Specialist routinely goes to most sections and buildings of the medical facility, including offices, clinics, wards, laboratories, and the morgue during the course of each shift. The incumbent must be able to independently access every area of the Medical Center. 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 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. 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. If you are unable to apply online or need to fax a document you do not have in electronic form, view the following link for information regarding an Alternate Application. VA Healthcare System Serving Ohio, Indiana and Michigan (VISN 10) advocates for a Whole Health System of care in each of the Medical Centers. This is an approach to healthcare that empowers and equips people to take charge of their health and well-being and live their lives to the fullest. As an employee operating in a Whole Health System of care, you will operate in a model with three core elements, seeking to create a personalized health plan for each Veteran. This is done in the context of healing relationships and healing environments and a connection back to Veteran's community. This aligns with Veterans Health Administration (VHA) Mission Statement to Honor America's Veterans by providing exceptional health care that improves their health and well-being.