Supervisory Health System Specialist (Group Practice Manager)

Veterans Health Administration•Big Spring, TX

4d•Onsite

About The Position

The Health System Specialist serves as the Ambulatory Care Operations Director / Group Practice Manager (ACOD/GPM), providing oversight and administrative management of outpatient care services at the VAMC and applicable Community-Based Outpatient Clinics (CBOCs), with a focus on access to care. The position supervises a unit engaged in clinic access and data analytics and leads planning and execution of the VHA-approved clinic practice management program at the VAMC level. The ACOD/GPM collaborates with clinical and administrative leaders to improve access, integrate analytics into continuous process improvement, and implement national and VISN standards. The role applies Lean management, system redesign, and other improvement methods; supports survey preparation; oversees clinic-related contracting and records management; and provides consultative services on access issues to VAMC, VISN, and national leadership. The position develops operational plans, policies, budgets, and staffing plans for outpatient care; oversees ambulatory care support services; and manages contingency planning and strategic initiatives related to applicable federal requirements. It also supervises employees, represents management in designated communications and labor-management meetings, and works with Veteran Experience Advocates to assess patient and family concerns and improve customer service for Veterans, caregivers, and survivors. This is an onsite position, not a virtual position. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. Relocation and recruitment incentives and permanent change of station are not authorized.

Requirements

At least one full year of specialized experience equivalent to at least the GS-12 grade level in the Federal Service, directly related to the position.
Specialized experience in progressively responsible analytical, administrative, clinical management, or supervisory work in the health care field.
Experience working in a health care setting directly with health care professionals and organizational leadership to solve problems supporting patient care and program or operational functions.
Knowledge of health care delivery system missions, organizations, programs, and requirements.
Knowledge of regulations and standards of regulatory and credentialing organizations.
Knowledge of government-wide, agency, and facility systems and requirements in areas such as budget, personnel, and procurement.
Experience using qualitative, quantitative, analytical, and evaluative methods to develop and manage major administrative programs or improve complex management processes and systems.
Knowledge of national administrative laws, policies, regulations, and precedents applicable to public program administration.
Expertise with 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, and Power BI.
Knowledge of agency program goals and objectives, key events and milestones, and methods of evaluating program accomplishments.
Ability to supervise others by setting priorities, assigning work, evaluating subordinate performance, and developing employees for increased responsibility and succession planning.
Skill in planning, organizing, and directing team studies and implementing recommendations involving substantial resources, major procedural changes, or potential conflict with the activity studied.
For current federal employees and certain former employees, meet the GS-13 time-in-grade requirement of 52 weeks at GS-12 by the announcement closing date.
U.S. citizenship is required.
Male applicants born after December 31, 1959, must meet Selective Service registration requirements.
Selected applicants must complete a background/security investigation and online onboarding process and provide acceptable identification for pre-employment requirements.
Participation in the VA seasonal influenza vaccination program is required for Health Care Personnel.
Serve a one-year probationary period or two-year trial period, as applicable.
Complete the required application, assessment, and questionnaire, including the Supervisory Situational Judgment Test; all assessment items must be answered.
Clearly document the nature of duties and responsibilities and hours worked per week to receive credit for experience, including qualifying volunteer experience.

Responsibilities

Supervise a unit engaged in clinic access and data analytics.
Lead planning and execution of the VHA-approved clinic practice management program at the VAMC level.
Review access improvement strategies and provide guidance to Clinical Leads.
Collaborate with local personnel to integrate analytics and measures into continuous process improvement using Lean, Six Sigma, and other methodologies.
Apply Lean management, system redesign, and process improvement in alignment with VHA and local organizational philosophy, policies, and management principles.
Work with medical leadership and personnel at the VAMC, CBOCs, and other facilities to implement national and VISN standards and address administrative processes and systems issues.
Collaborate with VAMC leadership in preparation for Joint Commission surveys and other site visits.
Work with Logistics and Resource Management offices to oversee contracting services related to clinic activities.
Ensure clinic record-management guidelines are followed.
Exercise supervisory authority, including assigning and reviewing work and performing administrative and personnel management functions through formal performance management systems.
Provide access-related consultative services to VAMC, VISN, and national leadership.
Review and provide input on nationally issued regulations and policies for VA-wide implementation, incorporating local factors through ACOD/GPM collaboration and communication strategies.
Evaluate local processes and procedures to identify effective practices and opportunities for improvement, using the GPM Community of Practice and national Steering Committee as appropriate.
Review and evaluate system-wide training plans to optimize local use.
Develop long- and short-term VAMC policies and plans, and oversee contingency planning for expected and unexpected resource demands.
Lead ambulatory care managerial planning and develop and implement strategic initiatives to address MISSION, PACT, and COMPACT Act requirements.
Review and adjust marketing strategies, plans, and programs with the marketing office to respond to organizational needs and changing market conditions.
Develop and maintain annual budget and staffing plans for outpatient care, and formulate budget recommendations with medical leadership and personnel.
Provide administrative management for ambulatory care clinical support services and recommend program improvements based on evaluation and monitoring.
Provide guidance to AL on panel/profile issues and develop action plans.
Promote employee development and productivity; evaluate direct reports and take appropriate action to reward, guide, or counsel them.
Serve as liaison or point person for internal and external communications on clinical access issues, representing the principal.
Represent management at labor-management meetings as directed.
Collaborate with Veteran Experience Advocates to assess patient and family concerns about access to necessary services.
Oversee evaluation of patient feedback related to access and quality measures in outpatient care.
Align local processes with network and national access leadership planning and policies.
Identify and prioritize customer-service tools, process improvements, and training opportunities for frontline employees serving Veterans, caregivers, and survivors.