Supervisory Health System Specialist - Group Practice Manager

Clarification from the agency

ALL US CITIZENS DIRECT HIRE AUTHORITY: This position is being filled using Direct-Hire Authority (5 CFR 337.201) for this occupation.

Duties include but are not limited to:

Supervision (25%)
Plans work to be accomplished by subordinates. Sets priorities and prepares schedules for completion of work. Assigns work to subordinates based on priorities, selective consideration of the difficulty, the requirements of the assignments and the capabilities of employees. Develops performance plans and evaluates performance of subordinates. Provides advice, counsel, or instruction to individual employees on both technical and administrative matters. Interviews candidates for positions in the office; makes recommendations for appointment, promotion, or reassignment. Hears and resolves complaints, referring group grievances and the more serious complaints not resolved to higher-level supervisors. Effects minor disciplinary measures such as warnings and reprimands, recommending action in more serious cases. Identifies developmental and training needs of employees, providing or making provision for such development and training.

Group Practice Management (60%)
Provides overall administrative management for ambulatory care clinical support services. Interprets national or VISN policies, managing provider, staff, space, and equipment supply/demand at facilities and clinics. Develops policies/guidance and designs processes to manage supply/demand of providers, supporting staff, space, and equipment at facilities and clinics. Analyzes financial impact of proposed policies and ensures alignment with national guidance. Provides recommendations to medical center leadership to optimize and standardize practices, processes, people, technology and the physical infrastructure to meet and/or exceed national policy related to outpatient clinic operations management and access. Oversees implementation of processes and enforcement of policies and standardized processes at the facilities and clinics. Shares access management best practices across facilities and the VISN.

Owns the process of monitoring, planning, analyzing, and reporting on access (scheduling, clinic capacity and utilization, data analysis, wait times, delay reduction, clinic profiles, telephone line management, recall reminder, missed opportunities, etc.). Provides recommendations on resources across outpatient clinical areas (staffing, space allocation, equipment needs, etc.). Interprets and oversees the implementation of policies and processes related to clinic operations and access management, scheduling practice, telephone contact management, and customer service (Veterans' experience) for ambulatory care.

Strategic Planning (10%)
Provides administrative input and participation in the planning process to improve care by taking the initiative to identify needs and potential issues/concerns. Identifies flexibilities in operations and constructive, cost- effective approaches to resolve problems. Participates in the formative stage of ambulatory care managerial planning to assure awareness of medical administrative issues. Ensures that the implementation of process changes are considered and assessed for the impact on other aspects of the health care delivery process. Serves on various facility strategic management and planning committees, both internally and externally. Participates in the analysis and interpretation of workload and other data used in resource planning. Develops strategies and recommendations to address gaps in supply/demand for resources across outpatient clinic areas (staffing, space, equipment
including construction, renovation, space utilization, purchase of equipment, staffing models).

Budget Guidance (5%)
Develops and maintains annual budget plan and staffing plans for outpatient care. Assists leadership in forecasting the impact of changes and developing countermeasures to mitigate the effect of staff shortages on access to care. Develops resource projections and prepares
budget submissions. Makes recommendations to leadership regarding allocation of resources. Develops, implements, monitors, and adjusts plans to effectively and cost efficiently accomplish the mission within budgetary constraints. Performs cost analysis and cost effectiveness studies in order to determine make/buy decisions to address gaps. Works closely with medical center leadership and personnel at the VAMC, CBOCs, and other facilities to formulate budget recommendations for all outpatient clinical services. Allocates available resources to achieve optimal outcomes in access to care and the Veteran Experience.

Other related duties as assigned.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Position Description Title/PD#: Supervisory Health System Specialist - Group Practice Manager/PD105220
Physical Requirements: The physical demands of the position require the incumbent to have the ability to walk, sit, and stand in a typical office environment.

Conditions of employment

• You must be a U.S. citizen to apply for this job
• Subject to a background/suitability investigation
• Selective Service Registration is required for males born after 12/31/1959
• A complete application package; Resume, Transcripts, etc. is required
• 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.

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

As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period (OR INSERT "2-year trial 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

Qualifications

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

Individual Occupational Requirements (IOR): An IOR is a basic requirement that must be met in order to qualify for entry into this job series. To qualify for the GS 0671 occupational series, applicants MUST possess one of the following:

Undergraduate and Graduate Education: Major study -- hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration. OR,

Specialized Experience: Progressively responsible analytical or administrative, or clinical management or supervisory experience in the health care field. This work may have been performed in an operating health care facility or a higher organizational echelon with advisory or directional authority over such facilities. Work must have involved a close working relationship with facility managers and analysis and/or coordination of administrative, clinical, or other service activities, and provided knowledge of the following: Missions, organizations, programs, and requirements of health care delivery systems; Regulations and standards of various regulatory and credentialing groups; and Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. OR,

Special Provision for Inservice Placement: Successful completion of an agency-sponsored on-the-job training program may be substituted for qualifying experience, provided it included a formal individualized training plan. Such a training program must have been conducted in an operating health care system and included: Assignments providing a knowledge of basic health system administration philosophies, practices, and procedures, and basic government administrative policies and requirements; Practical assignments providing an opportunity to apply health system administration skills and principles (as the individual progresses, work assignments must be characteristic of the grade level to which he or she is assigned); and Oversight by an experienced health system administrator with periodic evaluation of the individual's progress and appropriate adjustment of the training program.

In addition to the IOR, candidates must also fully meet the below grade requirements.

GS-13 grade level: One year of specialized experience (equivalent to the GS-12 grade level in the federal service); experience that equipped the applicant with the particular knowledge, skills and abilities (KSA's) and other characteristics to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled, in the normal line of progression for the occupation in the organization. Specialized experience includes:

• Develops policies/guidance and designs processes to manage supply/demand of providers, supporting staff, space, and equipment at facilities and clinics.
• Provides guidance to medical center leadership and collaborates across service lines to develop medical center policies on clinic operations management.
• Serves as an expert/advisor to leadership on ways to enhance experience and improve clinic efficiency.
• Oversees the scheduling process
• Provides administrative input and participation in the planning process to improve care by taking the initiative to identify needs and potential issues/concerns.
• Develops and maintains annual budget plan and staffing plans for outpatient care.
• Assigns work to subordinates based on priorities, selective consideration of the difficulty, the requirements of the assignments and the capabilities of employees.

There is no educational substitution for the GS-13 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.

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. Applicants will be referred in the order in which they were received.

Documents Accepted:

• Cover Letter
• DD-214/ Statement of Service
• Disability Letter (Schedule A)
• Disability Letter (VA)
• License
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• SF-50/ Notification of Personnel Action
• Transcript

Documents Required:

• Resume

Please review the above list(s) to ensure you have included all necessary documents required for your application.Not every applicant will require the same documents, therefore it is the applicants responsibility to ensure that their application package includes all necessary documents to determine qualifications and eligibility for appointment, such as a copy of your SF-50, transcript, ICTAP/CTAP documentation (for displaced Federal employees).You will not be contacted for additional information. Applicants will be deemed ineligible if supporting documentation is not submitted.

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.

Applications are accepted online. Applying online will allow you to review and track the status of your application.

Next steps