Summary
The Medical Management Specialist is a management position located in the Office of the Chief, Health Administration Service/Business Office (HAS) at the VA Medical Center in Central Western Massachusetts, whose responsibility is to represent both the Medical Center Director and the Chief of HAS on all administrative matters occurring when assigned to other than a normal tour of duty.
This job is open to
Clarification from the agency
Current permanent VA employees, Federal employees serving on a Career or Career-Conditional appointment, Former Federal employees eligible for reinstatement, current Permanent full-time Hybrid Title 38 OR full-time Title 38 employees, 30% Disabled Veterans, Veterans eligible under a Veterans' Recruitment Appointment (VRA) or Veterans Employment Opportunities Act (VEOA), People with Disabilities, Interagency Career Transition Assistance Plan (ICTAP), and certain military spouses.
Duties
In this position, you will serve as Medical Management Specialist and you will be required to provide 24-hour schedules, which involve teams of employees working across day and night or day, swing, and night shifts to provide 24/7 staffing.
Typical work assignments include, but are not limited to:
- Interprets VA rules and regulations, determining if presenting Veterans meet established criteria to warrant entitlement to benefits associated with hospital admission or outpatient care, nursing home care, dental treatment, domiciliary, distant patient lodging, non-VA care, prosthetic appliances, patient transfers, and beneficiary travel.
- Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Coordinates the resolution of medical-administrative-operational problems concerning the Healthcare System after normal working hours.
- Delegated authority to act on behalf of the HCS Director to initiate actions dealing with any disaster situation, in accordance with the hospital disaster plan.
- Serves as a resource to the Medical Officer of the Day (MOD), hospitalist, all other providers and clinical staff, and clerical staff concerning administrative matters necessary to support the operation of the Healthcare System during other than normal hours.
- Provides Healthcare System staff advice on administrative procedures and requirements, many of which are based on law/statute or regulation, utilizing practical knowledge and ample experience in such day to day matters, including involuntary commitments, conservatorship, orders of protective custody, and management of disruptive or severely disturbed patients.
- 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 and provides daily report/log of all activities occurring during tour of duty. Briefs on-coming shift of pending events or the current status of any administrative issues.
- After regular hours responsible for initiating prearranged call tree, or for calling in all necessary employees on an overtime basis for emergent needs such as attending to patient care needs or emergency repairs.
- Coordinates with VA Crisis Line and VISN or regional Nurse Advice Line in assisting Veterans in emergent or crises situations.
- Records operative permits, when appropriate, and assists physician in administrative matters. Provides compassionate and sympathetic explanation of death and burial benefits to family and next-of-kin.
- Records procedural, operative, autopsy, organ donation permits when appropriate. Provides sympathetic answers to family's concerns of how autopsy affects appearance of remains; assists with procedures on organ donation.
Work Schedule: 40 hours a week, Monday-Friday, 8:00 am 4:30 pm / Rotating Shifts. EST.
Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process.
Virtual: This is not a virtual position.
Position Description/PD#: Medical Management Specialist /PD'S-99368-S / 99385-S
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure Report: Not required.
NOTE:
- Bargaining Unit Position/ NAGE
- This position is in the Competitive Service.
- This position is covered by locality-based comparability pay.
- Current Federal employees must submit copies of their most recent SF-50, (Notice of Personnel Action). The SF-50 must identify the position title, series, grade, step, tenure and type of service (Competitive or Excepted). In some cases, more than one SF-50 may be required to show a higher grade previously held.
- Interchange Agreements with Other Merit System: Employees who occupy medical or medical-related positions and were appointed under 38 U.S.C. 4701(1) or (3) [formerly 38 U.S.C. 4104 (1) and (3)] must be serving in a full-time position without time limit and have served continuously for at least one year in this other merit system to be eligible to convert to the Title 5 System. Some exceptions to this rule may apply if you have previously acquired tenure under a Title 5 appointment.
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, 07/18/2024.
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-07 position you must have served 52 weeks at the GS-05. 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 must qualify based on your experience and/or education is described below:
To qualify for this position at the GS-07 level:
- Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: knowledge of medical organizations and their functions, specialties, and programs; experience with various Microsoft Office products; experience interpreting rules, regulations, policies, and procedures; ability to identify and analyze complex problems or situations with a range of variables; and knowledge of analytical tools and methods to be able to interpret information; OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have one (1) full year of graduate level education or (b) superior academic achievement (Transcripts required).OR,
- Combination: AApplicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education.
To qualify for this position at the GS-09 level:
- 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: analytical ability, judgment, discretion, and knowledge of a substantial body of administrative or program principles, concepts, policies, and objectives; knowledge of general principles of management and of the practices, techniques, and objectives of supervision; knowledge of medical and administrative record systems; experience with various Microsoft Office products and other programs related to healthcare management; ability to identify and analyze complex problems, and ability to explain and organize them in writing; experience using analytical tools and methods to interpret information and make recommendations on the improvement of systems; OR,
- Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have master's or equivalent graduate degree. OR, 2 full years of progressively higher level graduate education leading to such a degree.
- Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education in excess of the first year of graduate level education.
You will be rated on the following Competencies for this position:
- Administration and Management
- Analytical Reasoning
- Critical Thinking
- Customer Service
- Legal, Government and Jurisprudence
- Organizational Stewardship
- Systems Thinking
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: he work requires significant movement throughout the Healthcare System with the occasional requirement to lift objects such as suitcases, clothing, or medical charts. Work is typically performed in an adequately lighted and climate controlled office. May require occasional travel. Work is accomplished in a busy, generally congested office area. The AOD routinely goes to most sections and buildings, including offices, clinics, wards, laboratories and the morgue.
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/.
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.
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.
Required Documents
To apply for this position, you must provide a complete Application Package which includes:
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.
- DD-214/ Statement of Service
- Disability Letter (VA)
- Proof of Marriage Status
- Resume
- Separation Notice (RIF)
- SF-15 -Veterans and certain family members who claim 10-point preference must fill out and submit the SF-15, to include supporting documentation when applying for Federal positions
- SF-50/ Notification of Personnel Action( Recent or previous Federal Employee)
SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility):
- Most recent SF-50 if you are a current or former Federal employee
- 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
- Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
- 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.
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 07/18/2024 to receive consideration. To preview the questionnaire click https://apply.usastaffing.gov/ViewQuestionnaire/12465249.
- 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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