Supervisory Health System Specialist (Group Practice Manager)

Clarification from the agency

Open to current permanent employees of the Department of Veterans Affairs and those that are CTAP eligible.

Major duties include:

• Serve as the supervisor for a unit engaged in clinic access and data analytics.
• Lead program planning and execution for the VHA-approved program of clinic practice management at the VAMC level.
• Use Advanced Principles and Strategies for Access Improvement to review and provide guidance to Clinical Leads (CLs).
• Collaborate with local personnel to integrate data analytics and measures into continuous process improvements, utilizing LEAN, Six Sigma, and other improvement methodologies to meet and sustain ambulatory care goals and objectives.
• Incorporate Lean management, system redesign, and process improvement based upon knowledge of VHA's and local MyVA organizational philosophy, policies, and management principles.
• Work independently with medical leadership and personnel at the VAMC, CBOCs, and other facilities to implement national and VISN standards, addressing administrative processes and systems issues, as well as other areas of concern.
• Work collaboratively with VAMC leadership in preparation for The Joint Commission survey and other site visits.
• Collaborate with Logistics and Resource Management offices to oversee contracting services related to clinic activities.
• Ensures record management guidelines are adhered to in the clinic setting.
• Exercise supervisory authority involving work assignments and reviews to include administrative and personnel management functions that are communicated through the formal employee performance management systems.
• Provides access-related consultative services to the VAMC, VISN, and National leadership.
• Review and provide input on nationally issued regulations and policies for VA-wide implementation, utilizing local ACOD/GPMs and communication strategies.
• ACOD/GPMs to ensure a wide range of local factors are considered in the development of national policies and procedures.
• Review and evaluate local processes and procedures to identify areas of effectiveness, efficiency, and potential improvement for the proposal, utilizing the GPM Community of Practice and the national Steering Committee.
• Review and evaluate system-wide training plans to optimize local use.
• Develop both long- and short-term policies and plans for the VAMC.
• Oversee the development of contingency plans to meet unexpected and planned resource demands.
• Lead ambulatory care managerial planning.
• Understand the requirements of Maintaining Internal Systems and Strengthening Integrated Outside Networks (MISSION), Promise to Address Comprehensive Toxins (PACT), and Comprehensive Prevention, Access to Care, and Treatment (COMPACT) Acts, and develop and implement strategic planning initiatives to achieve all requirements.
• Ensure timely review, analysis, and adjustment of marketing strategies, plans, and programs, in collaboration with the marketing office, to meet the organization's needs and respond to changing market conditions.
• Develop and maintain an annual budget plan and staffing plans for outpatient care.
• Work closely with medical leadership and personnel at the VAMC, CBOCs, and other facilities to formulate budget recommendations for all outpatient clinical services.
• Provide administrative management for ambulatory care clinical support services.
• Evaluate and monitor administrative activities and make substantive recommendations for program improvements.
• Review and provide guidance to AL to address panel/profile issues and develop action plans.
• Provide leadership and direction to promote the development and productivity of all employees supervised.
• Evaluate the performance of direct reports and initiate appropriate action in order to reward, guide, or provide counsel.
• Act as a liaison or point person for communications with internal and external individuals and/or groups, representing the principal on Clinical Access issues.
• Represent management at labor management meetings as directed.
• Collaborate with Veteran Experience Advocates at the local VAMC to assess patient and family concerns regarding access to necessary services.
• Oversee the evaluation of patient feedback for access and quality measures in outpatient care at the VAMC.
• Aligning local processes with planning and policies at the network and national access leadership levels.
• Identify, define, and prioritize customer service tools, process improvements, and training opportunities to support frontline employees in providing predictable, consistent, and easy customer service experiences for Veterans, their caregivers, and survivors.

Work Schedule: Monday - Friday, 8:00am - 4:30pm
Virtual: This is not a virtual position.
Position Description/PD#: Supervisory Health System Specialist (Group Practice Manager)/PD013470
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized

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. This position requires the application, assessment, and questionnaire to be fully completed. The assessment measures critical general competencies required to perform the job.
• 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 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 will be required to serve a 1-year probationary period or 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.

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, 11/02/2026.

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-13 position you must have served 52 weeks at the GS-12. 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 as described below:

• Specialized Experience: at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-12) 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 Supervisory Health System Specialist. Qualifying specialized experience is defined as 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: (1) Missions, organizations, programs, and requirements of health care delivery systems; (2) Regulations and standards of various regulatory and credentialing groups; and (3) Government-wide, agency, and facility systems and requirements in various administrative areas such as budget, personnel, and procurement. At this level, applicants would have obtained this experience working within a health care setting, working directly with healthcare professionals and organizational leadership to solve problems in support of the delivery of patient care and program/operational functions; qualitative /quantitative as well as analytical/evaluative methods for development and management of a major administrative program for the assessment and improvement of program effectiveness or the improvement of complex management processes and systems; Comprehensive knowledge of the range of national administrative laws, policies, regulations, and precedents applicable to the administration of one or more important public programs; Expertise in a wide variety of computer and data management packages and VA databases, including Clinic Practice Management Dashboard, VistA, CPRS, Clinic Access Index, Access Glide Path, SAIL, SPARQ, SHEP, Pyramid, Power BI, etc.; Knowledge of agency program goals and objectives, the sequence and timing of key program events and milestones, and methods of evaluating program events, milestones, and accomplishments; Ability to effectively supervise others by setting priorities, assigning work, evaluating the work of subordinates, and developing subordinates for increased responsibility and succession planning; and Skill to plan, organize, and direct team study work to accept and implement recommendations where proposals from executive leadership involve substantial agency resources, require extensive changes in established procedures, or may be in conflict with the desires of the activity studied. NOTE: Applicants wishing to receive credit for such experience must clearly indicate the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment.

Your qualifications will be evaluated based on your application materials (e.g., resume, supporting documents), your responses on the application questionnaire, and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position:

• Conflict Management
• Influencing/Negotiating
• Manages Resources
• Partnering
• Planning and Evaluating

Supervisory Situational Judgment Test. Applicants will be required to complete a Supervisory Situational Judgment Test (SSJT) as part of the assessment process for this position. The SSJT evaluates judgment and decision-making skills that align with relevant competencies, organizational values, and best practices. Assessment results may be used as part of the evaluation, ranking and referral process. This is not a timed test, however, the assessment is expected to take approximately 45 minutes or less to complete. The assessment for this application does not include a cut score for a minimum level of required proficiency in these critical general competencies. However, you must answer each item in the assessment.

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 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.

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 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
• Other (1)
• PCS Orders
• Performance Appraisal
• Professional Certification
• Resume
• Separation Notice (RIF)
• SF-15
• 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.

Resume Reminder - Your resume must include the following information for each job listed:

• Job title
• Grade Level (for Federal positions)
• Duties (be as detailed as possible and ensure they demonstrate how you meet the specialized experience and/or Knowledge, Skills and Abilities required for the position
• Month & year start/end dates (e.g. June 2007 to April 2008)
• Full-time or part-time status (include hours worked per week)

****To ensure you receive full-credit for your experience, you must provide dates as MM/YYYY and indicate if it is Full-Time or Part-Time and Hours worked per week. If your full-time experience is not clearly indicated, we may not be able to give you full credit for it.****

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.

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