Supervisory Medical Administration Specialist

Department of Veterans Affairs

This is the full performance level of the position and serves as a Supervisory Medical Administration Specialist. The position is located within Health Administration Service, Benefits and Data Management, Ambulatory Care and Benefits Section, at the Veterans Affairs Northern California Health Care System (VANCHCS). The VA Northern California Health Care System is a Level 1a facility and ranks among a complex system in the VA serving the VA Sierra Pacific Network (VISN 21).

• Major duties include, but are not limited to the following: Benefits and Data Management Program Administration and Management (35%): The incumbent serves as one of two BDMS Program Managers and Access Coordinators, covering either the East Bay Division or Sacramento Valley Division of the Ambulatory Care and Benefits Section of Benefits and Data Management. This section of the BDMS will provide patient and veteran support across the entire VA Northern California Health Care System. Incumbent, along with the other Program Manager and Chief of Ambulatory Care and Benefits, will form a triad of senior management and expertise that will direct and manage this section of BDMS and report to the Office of the Chief, BDMS. The incumbent will also provide cross-coverage for the other Division's Program Manager and may function as "Acting Chief" when the Chief of Ambulatory Care and Benefits Section is on leave. The incumbent functions as an expert resource for matters related to health administration; benefits; staffing methodologies; informatics; workload accountability and capture; computer equipment and operations; and spreadsheet, database and graphics software used for managerial or clinical purposes and financial budget management. The incumbent is responsible for maintaining a system of control and follow-up for studies and projects and will assist in developing and implementing effective management strategies to deal with identified problem areas within the BDMS service line. Appointment Management Clinic Profiles (35%): The incumbent BDMS primary oversight authority and responsibility for establishment, monitoring and maintenance of all clinic profiles for specialty care and the associated CBOCs: incumbent may delegate and share these duties with BDMS Site Supervisors. S/he is the administrative process and policy expert, advising administrative and medical staff on new clinic profiles and/or making changes to established clinics. Being an academically affiliated tertiary care medical center, clinic profile types are numerous, diverse, complex, and change quite often. Proper configuration of clinic profiles in the computer system BDMS direct bearing on scheduling, flow and processes within individual clinics, how workload is captured and effective reimbursement of MCCF funds. The incumbent BDMS monitoring and oversight authority over staff delegated with clinic profile responsibilities, thus ensuring accuracy of their work. Their duties include working with Decision Support System (DSS) staff and clinical services to ensure the clinic stop code information corresponds with the DSS stop code identifiers; coordinating with Medical Care Cost Fund (MCCF) staff to determine if clinic services are billable and verifying with Health Information Management Section (HIMS) that the appropriate ICD- 10 and CPT codes are entered on the electronic encounter form setup. Supervisory Duties (30%): The incumbent is the direct supervisor of: 1.0 Supervisory Medical Support Assistant, GS-0679-7 4.0 Supervisory Medical Support Assistant, GS-0679-8 1.0 Supervisory Program Specialist GS-0301-9. Exercises supervisory authorities and responsibilities involving work assignment and review, as well as the administrative and personnel management functions relative to the staff supervised. Establishes guidelines and performance expectations for staff, which are clearly communicated through the formal employee performance management system. Observes workers' performance; demonstrates and conducts work performance critiques. Provides informal feedback and periodically evaluates employee performance. Resolves informal complaints and grievances. Develops work improvement plans, recommending personnel actions as necessary. Provides advice and counsel to workers related to work and administrative matters. Effects disciplinary measures as appropriate to the authority delegated in this area. Reviews and approves or disapproves leave requests. Assures that subordinates are trained and fully comply with the provisions of the safety regulations. The incumbent plans work to be accomplished by subordinate Supervisory Program Specialists and BDMS Site Supervisors, sets priorities and designates suspense dates for completing work. Distributes and balances workload among employees within job specifications and in accordance with priorities set by the incumbent. Assigns workload to subordinates based on priorities, difficulty of assignments and capabilities of the employees. Working with BDMS Site Supervisors to ensure employees have necessary tools to perform job. The incumbent will perform other duties as required.

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