Health Systems Specialist (Associate Group Practice Manager)

Veterans Health Administration • Prescott, AZ

3d

About The Position

The Health Systems Specialist (Associate Group Practice Manager) supports the Ambulatory Care Operations Director (ACOD) / Group Practice Manager (GPM) and ambulatory care services at the facility and related Community Based Outpatient Clinics (CBOCs), with a focus on access to care. The role provides consultative and administrative support, evaluates operational processes, promotes consistent standards, and recommends improvements to patient access, clinic operations, and the Veteran experience.

The specialist uses analytics and performance measures to assess outpatient care, identify operational issues, and recommend data-driven solutions. The position works with clinical and administrative leaders, Veteran Experience Officers, and personnel across facilities to improve workflows, address backlogs, support training, and ensure patient concerns are handled effectively. It also contributes to resource and budget planning, clinic space and equipment recommendations, staffing contingency planning, record management, and continuous process improvement using methodologies such as LEAN and Six Sigma.

This is a GS-12 position. The work schedule is variable. Telework may be authorized, with eligibility discussed during the interview process; the position is not virtual. Relocation, recruitment, and permanent change of station incentives are not authorized. A one-year probationary period or two-year trial period applies, as specified in the announcement.

Requirements

• Must be a U.S. Citizen.
• Selective Service registration is required for males born after 12/31/1959.
• Must be able to pass a background/security investigation and complete the online onboarding process and pre-employment identification requirements.
• Participation in the seasonal influenza vaccination program is required for Department of Veterans Affairs Health Care Personnel.
• Must serve a one-year probationary period or two-year trial period, as applicable.
• For current or former federal employees subject to the time-in-grade requirement: 52 weeks at GS-11 for a GS-12 position, with supporting SF-50 documentation as specified.
• Meet the Health System Administration Series 0671 Individual Occupational Requirement through qualifying education in hospital administration, public health administration, or a related field with health care administration coursework; qualifying specialized health care analytical, administrative, clinical management, or supervisory experience; or the specified agency-sponsored on-the-job training provision for in-service placement.
• Have at least one year of specialized experience equivalent to GS-11 in the normal line of progression. Examples include analyzing data to identify performance issues and develop evidence-based solutions; creating and implementing action plans with measurable outcomes and deadlines; monitoring progress and accountability; and providing professional, timely customer service to internal and external stakeholders.
• Provide documentation and clearly describe duties, responsibilities, and hours worked for qualifying experience, including part-time, volunteer, or unpaid experience when applicable.

Nice To Haves

• LEAN certification.
• Experience in Veterans Health Administration outpatient operations, particularly improving Veteran access, clinic utilization, productivity, and operational efficiency.
• Ability to analyze VHA operational data and performance metrics, identify trends and gaps, and develop and implement data-driven corrective action plans.
• Experience in clinic optimization, including appointment grid utilization, clinic right-sizing, supply and demand analysis, labor mapping, provider productivity, workload and capacity management, and reduction of unused clinical capacity.
• Success leading multidisciplinary teams and collaborating with clinical and administrative leaders, service chiefs, supervisors, schedulers, providers, and other stakeholders.
• Proficiency with VHA data systems, dashboards, productivity reports, and related operational tools to monitor performance, conduct operational reviews, and communicate findings and recommendations to leadership.
• Ability to translate data and operational requirements into actionable strategies, establish priorities, monitor outcomes, and sustain improvements.
• Experience providing leadership, mentoring, coaching, and professional development while fostering accountability, teamwork, and continuous improvement.
• Comprehensive knowledge of VHA policies, procedures, performance measures, scheduling practices, workload and productivity expectations, and operational relationships among Clinical Services, Group Practice Management, Health Administrative Service, and facility leadership.

Responsibilities

• Provide access-related consultative services and collaborate with facility Service Lines to review and develop guidance and policies that facilitate standardized processes.
• Review regulations and policies and provide input for local interpretation.
• Collaborate with personnel from other facilities on project groups reviewing and recommending facility- or VISN-level policies, procedures, systems, requirements, documents, and business or access analysis initiatives.
• Evaluate assigned processes and procedures for effectiveness, efficiency, and opportunities for improvement, and present proposals through the local GPM group and supervisor.
• Incorporate best practices to improve patient access to care and ensure standards are met within assigned services.
• Recommend improvements to national training curricula for onboarding and sustainment, maintain knowledge of CPM training materials, and support action plans for CPM training requirements.
• Work with Veteran Experience Officers to evaluate patient and family concerns about access to services, and assist the supervisor in coordinating timely and effective responses.
• Provide accurate data to support developed processes and procedures, and use analytics systems to collect and analyze outpatient patient feedback related to access and quality measures.
• Evaluate and recommend changes for continuous process improvement, and implement process improvement and training opportunities to support consistent, comfortable customer service for Veterans, caregivers, and beneficiaries.
• Follow benchmarks and established processes for corrective actions addressing low Veteran and staff experience scores.
• Apply advanced access-improvement principles and strategies; review issues and recommend backlog-reduction strategies to Clinical Leads.
• Monitor existing or emerging workflow and consult management issues and provide guidance to Clinical Leads and Administrative Leads as required.
• Integrate data analytics and measures with continuous improvement methods, including LEAN and Six Sigma, to meet and sustain ambulatory care goals and objectives.
• Recommend resource allocation and facility improvements, including construction, renovation, space utilization, and equipment purchases.
• Analyze and interpret complex data and research and prepare comprehensive reports.
• Ensure clinic record-management guidelines are followed.
• Assist clinic managers in forecasting the effects of staffing changes and developing countermeasures to mitigate staff shortages affecting access to care.
• Work with clinic managers to formulate budget recommendations for outpatient clinical services and allocate available resources to support access and Veteran Experience outcomes.
• Provide administrative program advice for ambulatory care clinical support services.
• Monitor profile indicators related to backlogs, including Recall Delinquency, Past Due Return to Clinic Orders, Open Consults, Missed Opportunity Rates, Wait Times, and Community Care Options.

Benefits

• Federal employee benefits package for employees and their families; the specific benefits available depend on position type.
• Selected applicants may qualify for approved credit toward annual leave accrual based on prior work or military service experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed