Summary
Delegated full authority of the Chief and Assistant Chief of Business Practice, for
administrative activities occurring on tour. Interprets VA rules and regulations relevant to determining legal entitlement to benefits regarding hospital, nursing home or domiciliary admissions; dental treatment, fee services, and outpatient care; prosthetic appliances; both VA and non-VA patient transfers; and beneficiary travel.
This job is open to
Clarification from the agency
Applicants will be considered based on the following areas of consideration: 1) CTAP Employees - Federal employees who meet the definition of a "surplus" or "displaced" employee; 2) Facility Employees - Current, permanent JDD Medical Center employees; 3) Other VA Employees - Current, permanent VA Employees located at other VA medical centers. * See "How You Will Be Evaluated" for additional information.
Duties
elegated full authority of the Chief and Assistant Chief of Business Practice, for administrative activities occurring off tour. Interprets VA rules and regulations relevant to determining legal entitlement to benefits regarding hospital, nursing home or domiciliary admissions; dental treatment, fee services, and outpatient care; prosthetic appliances; both VA and non-VA patient transfers; and beneficiary travel. Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Coordinates the resolution of medical-legal problems concerning the medical center and ensures that appropriate legal, regulatory and policy requirements are met. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, death on arrival (DOA), homicides, medical codes, medical cost recovery matters, emergency treatment required both within and outside of the medical center, and facility or community disasters, etc. Assumes responsibility of local and civil disasters, in accordance with local disaster plan, until appropriately relieved of such responsibility by a PENTAD member. Works collaboratively with the OIC of Police and the Nursing Supervisor for matters or urgent notification to the executive management team.Provides administrative authority, guidance, and advice to the Medical Officer of the Day (MOD) 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 legal problems, including involuntary commitments and orders of protective custody. 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. Promotes positive interactions, customer service initiatives, and harmonious working relationships among patients, public, and staff. Directly intervenes when problem regarding patient activity occurs, advising clinical staff of appropriate administrative action, observes, evaluates, and coordinates administrative activities with all other services.
Coordinates non-routine contacts received at the medical center after regular operating hours. Receives, responds to, or refers to appropriate personnel non-routine patient condition inquiries and other administrative inquiries from concerned veterans, families, visitors, law enforcement officials, representatives from private hospitals, veterans service organization representatives, VA Central Office, Congressional offices, military personnel, private physicians, media, and the general public. Uses sound judgment when deciding to contact appropriate off-duty personnel for guidance or when referring non-routine inquiries to the appropriate personnel during regular operating hours. Oversees determination of applicants' eligibility; obtaining income and insurance information for appropriate priority group applicants; counseling non-service- connected veterans to determine ability to defray costs of medical care elsewhere. Determines extent of release of medical or social data from patients' records. Safeguards and ensures rights of patient. Functions as Patient Representative/Ombudsman during tour of duty in conjunction with other clinical staff.
Provides technical assistance to all Business Practice staff and other personnel assigned to other than normal tours of duty, such as ward clerical support, telephone operators, file room personnel, admitting/registration personnel, PSAs and firm clerks; and serves as an advisory resource. When applicable, receives contact calls for annual and sick leave, authorized overtime, reporting on or off duty for BP personnel on assigned tour, and for non-BP personnel whose supervisory staff is not readily available; assures adequate BP coverage through notification of first-line supervisor or temporary reassignment of available personnel.
Work Schedule: Rotating Shifts to include 8:00 am - 4:30 pm, 4:30 pm - Midnight, and Midnight - 8:00 am, Weekends and Holidays
Virtual: This is not a virtual position.
Remote: This is not a remote position.
Position Description/PD#: Medical Administrative Specialist (AOD)/PD00191A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required
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, 07/08/2024.
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-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: working knowledge of public laws, VA Policy and regulations; knowledge of health information records systems and of Privacy Act and Freedom of Information Act, as they relate to the delivery of health care services; knowledge of all computer menus relating to processing data for patient related activities and determining legal eligibility of veterans; knowledge of safety and fire prevention rules and regulations, of facility and community disaster plans and procedures of VA-DoD Contingency Plan and facility's responsibilities;. 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, a related LL.B. or J.D.;. 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 two (2) full years of graduate level education. To compute the percentage of the requirements, divide your total months of experience by 12. Then divide the total number of completed graduate semester hours (or equivalent) beyond the first year (total graduate semester hours minus 18) by 18. Add the two percentages..
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: Primarily sedentary in nature, work may involve much walking throughout the Health Care System, with the occasional requirements to lift or carry objects such as medical charts, office supplies, etc.
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.
If you are basing your qualifications on education (or a combination of education and experience) or if the position requires a college education to qualify, you must submit a copy of your transcripts with your application. Your official or unofficial transcript must reflect: name of the college or university, full address of the college or university, your name, class title(s) with the number of credits earned/completed, the degree received, if applicable, and date degree conferred. A copy of your certificate/degree or screenshot of your current classes are not a replacement of your transcript and they will not be used in the qualifying process.
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/.
Benefits
A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.
Review our benefits
Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.
How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.
IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.
Your resume must include the following information for each job listed:
Job Title & Duties (be as detailed as possible)
Month & Year of Start/End dates (i.e. June 2007 to April 2008)
Indicate Full-time or Part-time status (include hours worked per week)
References, to include contact information
If your resume or other submitted documentation includes a photograph or other inappropriate material or content (Personally Identifiable Information (PII)), it will not be used, and you may not be considered for this vacancy.
Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.
The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.
For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document.
Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position.
It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.
Areas of Consideration - Applicants will be considered based on the following areas of consideration.
- First Area of Consideration (CTAP Employees) - Federal employees who meet the definition of a "surplus" or "displaced" employee.
- Second Area of Consideration (Facility Employees) - Current, permanent John D. Dingell Medical Center employees (this includes Outpatient Clinics, permanent employees of the Veteran Canteen Service assigned to this facility, Office of Information & Technology employees assigned to this facility, CPAC bargaining unit employees located at the Detroit VAMC, and Virtual bargaining unit employees assigned to the facility.
- Third Area of Consideration (Other VA Employees) - Current, permanent Department of Veterans Affairs Employees (VA employees who are located at other VA medical centers).Areas of Consideration - Applicants will be considered based on the following areas of consideration.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
- Resume
- SF-50/ Notification of Personnel Action
The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please use this checklist to make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees). You will not be contacted for additional information.
- Cover Letter
- DD-214/ Statement of Service
- Disability Letter (Schedule A)
- Disability Letter (VA)
- License
- OF-306
- Other (1)
- Other (2)
- Other (3)
- Performance Appraisal
- Professional Certification
- Resume
- Separation Notice (RIF)
- SF-15
- SF-50/ Notification of Personnel Action
- Transcript
SF-50, Notification of Personnel Action (applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current Federal employee
- GS Employees - most recent SF-50, dated January 2024 or after
- WG Employees - most recent SF-50, dated March 2024 or after
- An SF-50 showing 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. In many cases, we need to see two (2) SF-50s to determine time-in-grade and eligibility for promotion.
- Examples of appropriate SF-50's include:
- Within grade increases at the highest grade held; or
- Promotions with an effective date more than one year old; or
- SF-50's at the highest grade held with an effective date more than one year old.
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
Veterans' Preference: When applying for Federal Jobs, eligible Veterans should claim preference for 5pt (TP), 10pt (CP/CPS/XP), or for Sole Survivor Preference (SSP) in the questionnaire. You must provide a legible copy of your DD214(s) which shows dates and character of service (honorable, general, etc.). If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service, character of service (honorable, general, etc.), and dates of impending separation. Additionally, disabled veterans and others eligible for 10-point preference (such as widows or mothers of eligible Veterans) must also submit an SF-15 "Application for 10 Point Veteran Preference" with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans' Preference, please visit Feds Hire Vets - Veterans - Job Seekers - Veterans' Preference.
If you are relying on your education to meet qualification requirements:
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. Therefore, provide only the attendance and/or degrees from
schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
All applicants are encouraged to apply online. To apply for this position, you must complete the questionnaire and submit the documentation specified in the Required Documents section below. The complete application package must be submitted by 11:59 PM (ET) on 07/08/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12458172.
- To begin, click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents and complete the occupational questionnaire.
- Click Submit My Answers to submit your application package.
NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date.
To verify your application is complete, log into your USA JOBS account, https://my.usajobs.gov/Account/Login, select the Application Status link and then select the more information link for this position. The Application page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. To return to an incomplete application, log into your USA JOBS account and click Update Application in the vacancy announcement. You must re-select your resume and/or other documents from your USA JOBS account or your application will be incomplete.
Next steps
Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.
You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications. Information regarding your application status can be found in the USAJobs Help Center.
NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP). It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.
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