Medical Data Clerk

Clarification from the agency

This vacancy is open to CTAP and current permanent employees of the Richmond VA Medical Center only.

Major Duties includes (but not limited to):

• The PCMM is a complex, nationally implemented, stand-alone computer program that is designed to monitor and manage Mental Health Services throughout the VA system.
• The integrity of the data within the PCMM system is extremely important to the management of the Mental Health Treatment Coordination (MHTC) within the Mental Health Service Line and is responsible for the integrity of Medical Center's significantly large PCCM database.
• Works closely with Medical Center clinic support staff, clinical service chiefs, CBOC staff, as well as contract providers (when applicable), Decision Support System (DSS) staff, VISN staff, and Headquarters staff to maintain the integrity of this program and the data within.
• Ensures the accuracy of the PCMM program through analysis and evaluation to ensure compliance with VHA PCMM, PACT, and Behavioral Health Interdisciplinary Program (BHIP) policies and guidelines and business rules throughout the VISN.
• Serves as the facility subject matter and technical expert, with the ability to troubleshoot and resolve user issues.
• Provides technical oversight of PCMM throughout the parent facility and substations.
• Establishes, monitors, and maintains provider/clinic profiles, monitors panel sizes, oversees and corrects transmission errors, and reviews/rectifies incorrect patient assignments.
• Establishes, defines and manages the PCMM team and positions set up for MHTC and specialty teams supervised by the Medical Center.
• Electronically creates or modifies team and position settings, assigns provider user class/rights based on verified credentials, links the associated clinic, sets maximum panel sizes, programs clinical alert notification levels, and establishes preceptor to associate provider links.
• Uses multiple assignment/re-assignment tools to move large groups of Mental Health Service patients to different teams and positions when changes become necessary.
• Prepares national, VISN, and Medical Center level reports upon request (monthly, bi-monthly quarterly and yearly) using established and Association of Clinical Research Professionals (ACRP) AD HOC FILEMAN computer programming routines.
• Collects, compiles, analyzes, and presents data regarding the integrity of the PCMM package and uses this analysis to prepare and develop PCMM program evaluation reports Applies analytical and evaluative techniques to identify, consider, and resolve issues or problems of a procedural or factual nature.
• Prepares data or applicable hospital reports for review by management, including but not limited to PCMM reports, dual care reports, miscellaneous reports requested by local management, VISN service reports, and national reports.
• Collects data, prepares data in appropriate formats for review by the Service Chief, and forwards reports in a timely manner to the requesting entity.
• Prepares recurring and non-recurring statistical reports for senior management and other services.
• Conducts studies to collect data on patient demand, workload trends, bed utilization, etc.
• Compiles statistical reports for outpatient services.
• Analyzes, estimates, and computes workload projections through established formulas and guidelines.
• Conducts an in-depth analysis and evaluation of PCMM data, which is then used by the Administrative Officer to determine PACT capacity and staffing levels and performance throughout the system.
• Report and make recommendations to leadership regarding trends and needed actions.
• Researches, prepares, and analyzes workload, and BHIP MHTC dashboard, Corporate Data Warehouse and mental health profile data, issues, or program requirements related to PCMM.
• Identifies pertinent issues and collects relevant data from a variety of sources to include VISTA, CPRS, KLF, PCMM, ProClarity, and other clinic level and healthcare information systems/statistical databases.
• Collects, compiles, analyzes and presents data regarding the consult tracking package.

Work Schedule: Monday - Friday 07:30AM - 04:00PM
Virtual: This is not a virtual position.
Position Description/PD#: Medical Data Clerk/PD50236A
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized.
Financial Disclosure Report: Not required

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• Subject to background/security investigation
• Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP)

As a condition of employment for accepting this position, you may be required to serve a 1-year probationary period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider:

• your performance and conduct;
• the needs and interests of the agency;
• whether your continued employment would advance organizational goals of the agency or the Government; and
• whether your continued employment would advance the efficiency of the Federal service.

Upon completion of your probationary period period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/15/2026.

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-5 position you must have served 52 weeks at the GS-4. 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:

General Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-4 in the normal line of progression for the occupation in the organization. Examples general experience would typically include, but are not limited to:

• Working with numerous and varied computer programs used for patients management and scheduling.
• Utilizes personal computer applications including Microsoft (MS) Word, MS Excel, MS Access, MS Power Point and MS Outlook to collate and manipulate data, conduct analyses and develop reports, presentations, and correspondence.
• Uses the ability to meet the needs of customers in a courteous, tactful and respectful manner by handling conflict and problems with customers constructively and appropriately.
• Manages principles to negotiate with management on agency resource proposals or enhancements to established procedures.
• Uses the ability to research, compile, organize, analyze, and present data in response to specific inquires or requests for information concerning the effectiveness and efficiency of scheduling
• Use their ability collaborate with senior executive management, care/service line managers, providers and a variety of other employees.
• Communicates written and verbally.

OR,

Education: To qualify based on education for this grade level you must have 4 years above High School

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 high school level.

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 work is primarily sedentary. No special physical demands are required to perform the work.

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/.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

USA Hire Assessments include a cut score based on the minimum level of required proficiency in these critical general competencies. You must meet or exceed the cut score to be considered. You will not be considered for the position if you score below the cut score or fail to complete the assessment.

Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

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.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions.

Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

To apply for this position, you must provide a complete Application Package which includes:

• Resume

The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position. Please 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
• Misc.
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Veterans' Preference: Since the Direct-Hire Recruitment Authority is being used, traditional Veterans' Preference rules do not apply. Qualified veterans will, however, be given full consideration for this position.

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.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

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.

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.

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