Program Applications Specialist- Clinic Profiler Manager

Summary

This position is in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network (VISN 6), Hampton, VA Medical Center (HVMAC), Office of Access and Transformation, which reports to the Office of the Director. This position is to provide complex and highly-skilled administrative and data support related to clinic profile management.

Duties

• Major duties include but are not limited to but are not limited to: Data Collection and Analysis Involved in an extremely complex blend of computing technology, medical information, communication skills and leadership qualities in a rapidly changing environment.
• The incumbent must be well-versed in each database as successful navigation and manipulation are critical to the incumbent's success.
• Must possess vast computer knowledge in developing and capturing data from VISTA and other VA data sites to be able to understand, analyze and interpret clinical data at the team service and executive levels.
• Clinic Set-up Responsible for all aspects of new clinic establishment in VISTA and provides guidance for clinic set-ups and groupings in VSE.
• This will include ownership of the clinic profile request process for new clinic builds, as well as the actual building of clinics.
• Expected to have an in-depth understanding of the complexities of clinic -set-ups and provide technical guidance to ensure clinics operate as requested, appointment length times and clinic grids reflect actual provider availability and any potential compliance issues have been identified and reconciled prior to clinic build.
• Will own the entire workflow process for clinic cancellations, provide guidance for all services and will work in close collaboration with AL, CLs, supervisor and
• Transformation teammates regarding requests for outpatient clinic cancellations.
• Will review clinic modification, clinic cancellation, clinic remapping, clinic deactivation and clinic reactivation requests, ensuring all requests for clinic maintenance adhere to the National Scheduling Directive and local HVAMC policies and procedures.
• Responsible for ensuring timely review and approval actions occur for all modifications and clinic deactivation requests, which will include completing all such actions in VISTA.
• Clinic Profile Audit Will review active clinics and provide detailed analysis of findings to management on an annual basis, as requested.
• Clinic audits may contain but are not limited to the following types of data inquiries: character nomenclature length, count or non-count designation, stop code validation, patient friendly names, clinic location accuracy, appointment letter relevance (pre-appointment, clinic cancellation, no-show,
• Or other clinic specific letter as designated), telephone number validation, no-show and overbook availability are reasonably established, length of appointments are established as requested, and clinic cancelled appointment have been rescheduled within a reasonable timeframe.
• Audits will be performed using reports available in VISTA and the GPM SAT Tool, and submitted on a regular and recurring basis.
• Incumbent will be responsible for assisting with data validation of reported data, and involvement in action plan generation for underperforming results.
• Clinic Utilization Review Will assist clinics and services in reviewing and understanding clinic utilization data using either VISTA or VHA Support Service Center (VSSC) reports.
• Will have a clear understanding of the relationship between clinic profile accuracy and clinic utilization reports, helping clinics to analyze results, and provide input for necessary corrective actions if required.
• Will review utilization reports to ensure adequate appointment availability, clinic capacity, appointment slot utilization, minimal unscheduled visit rates, and optimal percent utilization rates (scheduled and actual), assisting with plans for corrective action if outside locally determined acceptable ranges.
• Training and processes Responsible to research and identify training needs for HVAMC staff in areas of clinic cancellation and clinic profile requests, clinic set up, maintenance, utilization, or special projects as directed by management.
• Will analyze training needs and make recommendations to supervisor(s), develop instruction based on analysis, make arrangements for training, coordinate with Services and staff to provide information on available training, and will conduct and evaluate training.
• Will own and oversee the clinic cancellation request process, as well as the clinic profile request process.
• This includes ensuring an efficient workflow with data analysts from the Office of Access and Transformation.
• Will advise and provide training to all services on the use of both of the request processes and will ensure the request processes are used appropriately providing re-training or guidance as needed.
• Performs other related duties as assigned.
• Work Schedule: Full Time, 8:00am-4:30 pm, Monday- Friday Virtual: Authorized Position Description/PD#: Program Applications Specialist- Clinic Profiler Manager/PD027860 Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not Authorized

Requirements

• 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.
• In addition to the application and questionnaire, this position requires an online assessment.
• The online 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
• Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.

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/.

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 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 Other (1) Professional Certification Resume Separation Notice (RIF)
• 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. 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
• It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.
• 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.
• 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.