Summary
This developmental position is located within the Medical Administration Service (MAS) at the Oklahoma City Medical Center in Oklahoma City, OK. The role serves as a Supervisory Medical Administrative Specialist and reports to the Section Chief of Ambulatory Care & Processing (AC&P) or higher-level MAS leadership. The primary purpose of this position is to supervise both supervisory and frontline staff within the Patient Enrollment and Eligibility unit and the Telephone Operator/MAS section.
Duties
Major duties and responsibilities include: Implements nationally developed directives and policies regarding scheduling. Monitors the use of the Insurance Capture Buffer (ICB) scanner to capture insurance identification and validation functions, which include establishing standard operating procedures for the flow of patient registration data from various outlying sites to the organization. Incorporate LEAN principles in all sections of Ambulatory Care and Processing. Runs the insurance card verification and exceptions report from Veterans Health Information Systems and Technology Architecture (VistA) on a weekly basis and reports data to the Chief, Medical Administration Service (MAS) and MAS Supervisors. Runs enrollment and eligibility reports for the Chief, Medical Administrative Specialist, and reports trends and analyses to the Chief, Medical Administrative Specialist.. Conducts complex analyses of patient enrollment and eligibility operations to ensure efficient use of resources while maintaining accuracy and consistency. Provides management with pertinent financial reports, relying on statistical analysis and accepted quantitative methodologies to measure unit performance and identify areas in need of improvement. Writes position descriptions, functional statements, and develops performance standards. Responsible for certifying employees' leave, assigning and planning work, and providing technical guidance to unit employees as well as other organizational elements within the organization. Interviews candidates for positions in the unit. Provides technical guidance to unit employees as well as other organizational elements within the organization. Interprets Veterans Administration (VA) regulations, policy and procedure memoranda, Central Office (CO) directives, as well as state, local, and federal policies. Serves as the primary resource for projects related to admissions and eligibility within the organization. Plans, implements, negotiates, and evaluates proposals related to the position and product line development, and communicates analyses and information to various stakeholders. Works effectively in a team environment. Assists with cost analysis, budgeting, and supply regulation for the service. Serves as the station liaison for all patient scheduling, enrollment and eligibility, preregistration, insurance identification and capture, income verification, demographics, enrollment and benefits eligibility, education and training needs, health benefits counseling, patient admissions, and decedent affairs. Conducts complex analyses of the patient enrollment and eligibility program and identifies deficient areas in enrollment, eligibility, admissions, and insurance identification processes for the purpose of establishing efficient and effective procedures. Maintains broad involvement with both clinical and administrative services at the Oklahoma City Veterans Administration Healthcare System. Interactions with professionals outside the facility, including Service Chiefs from many disciplines, are also required. Assigns work to subordinates based on priorities, the difficulty of the tasks, and employee capabilities by developing special projects and reports. Work Schedule: Monday - Friday- 8:00am-4:30pm Telework: ADHOC-This position is authorized for ADHOC telework. Telework eligibility will be discussed during the interview process. Position Description/PD#: Supervisory Medical Administration Specialist/PD139720 and PD139710
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 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. 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 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 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/.
How you will be evaluated
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: Accountability Customer Service Decisiveness Flexibility Interpersonal Skills Problem Solving Resilience Your experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week. 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. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications and/or experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration. 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. During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement, nor does it guarantee further consideration for additional positions. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities [i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities], and/or Disabled veterans with a compensable service-connected disability of 30% or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.