Clarification from the agency

Open to current, permanent, Department of Veterans Affairs (Agency - VHA, VBA, NCA) Employees, and Tennessee Valley Healthcare System (Facility) Employees.

The Clinic Profile Managers provide the vehicles to capture outpatient and related workload for Veterans Equitable Resource Allocation (VERA), MCA, and Financial Revenue Management for purposes to schedule patients, and to monitor clinic performance. Clinic profile set up ensures the clinic structure allows the scheduling of patients, direct workload capture, accurate access wait times, direct insurance, and co-pay billing; direct MCA costing, and track facility and provider performance against national, VISN and local measures.
Duties include, but may not be limited to the following:

• Responsible for overall program management for the clinic maintenance process for the Facility and leads the facility's efforts to integrate profile management among healthcare providers, other facility staff, and patients.
• Interpreting national policies and procedures, developing, and implementing local standards, defining requirements, and providing advice to top management on related issues pertaining to clinic/provider profile management.
• Responsible for establishing and managing communication plans that identify target audience, appropriate messages, activities, and resources needed for effective communication, and communication plans for change management, incorporating multiple channels to manage expectations and disseminate project progress.
• Overseeing clinic supervision to staff delegated to services performing clinic profile coordination and management functions.
• Leading clinic profile team members to ensure analytics, goals, are being met using accurate and timely clinic management tools for their designated services/clinics.
• Participating in Facility/VISN projects, task forces, and committees to problem-solve, educate, and implement software, data capture and scheduling directive matters.
• Responsible for oversight of all clinic set up options, clinic profiles and outputs.
• Assessing the best structure of clinics, based on national mandates and direction, facility needs, provider needs, patient needs, and data desired to be captured.
• Responsible for ensuring appointment reminder systems are set up accurately for all outpatient clinic locations.
• Coordinating with informatics for development and management of data systems, assisting and creating the basis for data driven decision-making of clinic profile operations management.
• Identifying problems and applies analytical techniques, correcting negative trends and provides resolutions to system issues/malfunctions, to include encounter and transmission errors, clinic grids and other issues related to clinic profile management.
• Developing and implementing an in-depth training program for the Facility to ensure staff are properly educated and accountable for clinical profiles, scheduling, and data management.
• Coordinating quality assurance efforts through assessments of workflow and procedures to develop means of improving service delivery to customers.
• Evaluating data capture outputs that includes but not limited to clinic utilization, accurate clinic parameters, program clinic naming standards, etc. to ensure facility compliance with scheduling directives and other national guidance as it relates to Clinic Profile Management.
• Performs other duties as assigned.

Telework: Adhoc
Virtual: This is not a virtual position.
Position Description/PD#: Program Analyst (Clinic Profile Manager)/PD99898S and PD99632S
Relocation/Recruitment Incentives: Not Authorized
Critical Skills Incentive (CSI): Not Approved
Permanent Change of Station (PCS): Not Authorized
PCS Appraised Value Offer (AVO): Not Authorized

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
• 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 dentification 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 will 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 or trial 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, 03/31/2026.

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-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.

To qualify for this position at the GS-09 level, you must meet one of the following:

Specialized Experience: Applicants must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Program Analyst- Clinic Profile Manager. Qualifying specialized experience includes: Experience in positions that required working knowledge of the computer system for entry and retrieval of data; Ability to locate and interpret appropriate applicable regulations; Knowledge of medical records, medical billing programs, and medical terminology; Gathering, developing, and interpreting data from various information systems; and Reviews reports, records, and provides statistical analysis for accuracy. NOTE: 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. ~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 doctoral degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (TRANSCRIPTS REQUIRED).

. ~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 master's or equivalent doctoral degree or 2 full years of progressively higher level graduate education leading to such a degree or LL.B. or J.D., if related. (TRANSCRIPTS REQUIRED).

To qualify for this position at the GS-11 level, you must meet one of the following:

Specialized Experience: Applicants must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Program Analyst- Clinic Profile Manager. Qualifying specialized experience is: Ability to locate and interpret appropriate and applicable regulations dealing with care, policies, procedures, and precedents regarding scheduling, clinic profiles, ambulatory data capture, workload and billing; Knowledge of insurance intake processes and specialized medical billing programs; Reviewing data, presenting alternatives, making recommendations, and assisting with developing problem resolutions; Skill to evaluate and analyze processes and procedures with multiple variables; and Developing and implementing a training program to ensure staff are properly educated and accountable for clinical profiles, scheduling, and data management. NOTE: 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.

~OR~

Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a PhD. or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.. (Transcripts Required)

~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 PhD. or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related.. (Transcripts Required)

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

• Technical Competence
• Communications
• Flexibility
• Administration and Management

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 and Work Environment: Regular and recurring work is mostly sedentary involving sitting at a desk, although the position requires the ability to move from one geographic location of the facility to another. The incumbent works with a computer screen and keyboard. Some physical effort such as standing, walking, bending or prolonged sitting may be required. The incumbent may be exposed to walking to outlying areas. The work places no special physical demands on the employee.

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.

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.

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 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)
• Other (1)
• Performance Appraisal
• Resume
• SF-50/ Notification of Personnel Action
• Transcript

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.

Next steps