Supervisory Medical Administration Specialist
What you'd do
The incumbent(s) serve as Section Chief in the Business Office (BO) for the Western Colorado VA Health Care system (WCHCS). The incumbent provides a high level of administrative support to Business Office, upper management and clinical services. The incumbent directly supervises the all MSA supervisors for Primary Care, Specialty Care, Centralized Call Center, Community Care and the Auditors and Trainers for the facility.
Major duties
Duties include but are not limited to the following: Schedule appointments from return to clinic orders, consultations, and/or Recall List accurately and in a timely manner. Manages overall clinic access in conjunction with the Group Practice Manager, and other senior clinical leaders. Works collaboratively when access does not meet mandatory VHA Policies to improve timeliness or to make arrangements for Community Care. Daily review of active/pending consults, Recall list, Secure Messaging, VetText, and overnight messages from the external call center. Ensures that all communications and lists are accurate and dispositioned properly. Responsible for the scheduling accuracy of alt staff in the section. Follows standard audit protocols and reports results as required. Oversees the call center ensuring that Veterans can reach staff for rescheduling of appointments or to make appointments after outreach. Oversees the Community Care Scheduling Function. Ensures that patient preference are documented. Works collaboratively with the Referral Consult Team (RCT) to determine and schedule the best modality for care delivery including Video, telephone or face to face. Responsible for assuring that staff update all demographic information on each patient that checks in for their appointment by utilizing the Pre-registration menu as well as gather insurance information either by using the insurance scanners or copying the insurance cards. Reviews work in progress or upon completion and audits work in accordance with VHA Directive 1230 as deemed necessary to assess the quality and quantity of work produced by each employee. Inform employees about the policies, procedures and practices of management as they relates to scheduling/recall/EWL/consults/insurance capture. Coordinates consultations and referrals of patients to other specialty services and schedules patients for future appointments in accordance with physician clinic profiles and input from the patient. Must also adhere to current local and national consult scheduling policies Promotion Potential: The selectee may be promoted to the full performance level without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level does not guarantee promotion to the full performance level. Work Schedule: Monday - Friday, 8:00am to 4:30pm Virtual: This is not a virtual position. Position Description/PD#: Supervisory Medical Administration Specialist/PD126740 Relocation/Recruitment Incentives: Not authorized. Critical Skills Incentive (CSI): Not approved. Permanent Change of Station (PCS): Not authorized.
What you need to qualify
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 07/31/2026. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-9 position you must have served 52 weeks at the GS-7. For a GS-11 position you must have served 52 weeks at the GS-9. The grade may have been in any occupation, but must have been held in the Federal service. An SF-50 that shows 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. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. You may qualify based on your experience and/or education as described below: Specialized Experience GS-9: You must have one year of specialized experience equivalent to at least the next lower grade GS-7 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for community care locations; answering inquiries related to patient scheduling activities, and ensure compliance with all VHA scheduling directives, VHA Consult directive and Community care guidebook, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a master's or equivalent graduate degree, or 2 full years of progressively higher level graduate education leading to such a degree, or an LL.B. or J.D. in a field related to this position that demonstrates the knowledge, skills, and abilities necessary to do the work of this position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a master's degree. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required Specialized Experience GS-11: You must have one year of specialized experience equivalent to at least the next lower grade GS-9 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Scheduling and Auditing, Advising stakeholders concerning patient processing, all outpatient scheduling oversight, and scheduling audits for community care locations; answering inquiries related to patient scheduling activities, and ensure compliance using VHA scheduling directives, VHA Consult directive and Community care guidebook, and/or policies related to patient scheduling activities, Policy and procedure development and communication to staff, with implementation of applicable VHA Directives; Employee Relations/Labor Relations (Disciplinary and Adverse Actions); Plan work to be accomplished by subordinates, set, and adjust short and long-term priorities; Set schedules and timelines for completion of work; Assign work to subordinates based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher level graduate education leading to such a degree or LL.M., if related. position. NOTE: Transcripts must be submitted with application. Education cannot be credited without documentation. OR, Combination: Applicants may also combine education and experience to qualify at this level. You must have an combination of specialized experience and education beyond a masters or equivalent graduate degree or two full years of progressively higher level graduate education or LL.B, or J.D., if related. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is require For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.
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