The Health Administrative Specialist on Duty (HOD) is a facility-wide position, located with the Health Administration Service (HAS), or Business Office (BO), or Medical Administration Service (MAS), or similarly named and organized service; with established guidelines, the position has both the authority and responsibility to represent both the Medical Center Director and the Chief, HAS on all administrative matters occurring when assigned to other than a normal tour of duty.
To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 05/14/2025. 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-07 position you must have served 52 weeks at the GS-05 and for a GS-09 position you must have served 52 weeks at the GS-07. 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. For the GS-7: You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-05 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Interprets rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental, domiciliary, Community Care (outside VA), and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel; Provide orientation and situational technical advice to physicians regarding policies and procedures; Observes, evaluates, and coordinates administrative activities; Prepares daily Gains and Losses Sheet and other related statistical reports; Conducts analytical studies; Independently plan and carry out the assignments in conformance with accepted policies and practices; Hands on experience with Computerized Patient Record System (CPRS) for entering and researching patient information Experience using Microsoft Applications such as Word, Excel, and Access; Assists in responding to emergencies, determines priorities and nature of action to be taken. OR, Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level you must have 1 full year of graduate level education or superior academic achievement. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. 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 Bachelor's degree. For the GS-9: You may qualify based on your experience and/or education as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-07 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Interprets rules and regulations relating to determining legal entitlement to benefits relating to hospital admission; nursing home, dental, domiciliary, Community Care (outside VA), and outpatient care; dental treatment; prosthetic appliances; patient transfer; and beneficiary travel; Provide orientation and situational technical advice to physicians regarding policies and procedures; Observes, evaluates, and coordinates administrative activities; Prepares daily Gains and Losses Sheet and other related statistical reports; Conducts analytical studies; Independently plan and carry out the assignments in conformance with accepted policies and practices; Hands on experience with Computerized Patient Record System (CPRS) for entering and researching patient information Experience using Microsoft Applications such as Word, Excel, and Access; Assists in responding to emergencies, determines priorities and nature of action to be taken. 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 LL.B. or J.D., if related NOTE: Transcripts (unofficial or official) must be submitted with your application materials. 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 1 full year of the graduate level education. You will be rated on the following Competencies for this position: Computer Skills Critical Thinking Customer Service 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. Note: 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. Physical Requirements: The work requires much walking through the medical center with occasionally the requirement to lift objects such as suitcases, clothing, or medical charts. 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/.
Duties consist of the following, but are not limited to: Delegated full authority of the Chief, HAS for non-clinical administrative activities occurring during irregular tours. Authorized as certifying officer for documents pertaining to the administration of laws concerning VA. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOAs), homicides, code blue, cost recovery matters, and facility or community disasters, etc. Provides administrative authority, guidance, and decision making to Medical Officer of the Day (MOD), Nursing Officer of the Day (NOD), and other similarly named Nurse and Medical positions in charge after hours, and all other clinical staff concerning administrative matters necessary for operation of the medical center during other than normal tours. Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Assists in responding to emergencies, determines priorities and nature of action to be taken; authorizes services, supplies, and personnel; notifies authorities as situation dictates. Acts as an advisory resource to all personnel assigned to other than normal tours of duty, such as medical clerks, telephone operators, file room personnel, admitting and clinic clerks and Contact Representatives. Ensures that check-in processes are properly recorded in the EDIS Software for the Emergency Department, and that dispositions occur timely. HOD responds to requests under Beneficiary Travel authorities and VA Veterans Transportation Service (VTS) availability; makes appropriate arrangements. Coordinates with VA Crisis Line and VISN or regional Nurse Advice Line in assisting Veterans in emergent or crises situations. Maintains Seriously Ill roster, notifying next-of-kin, as appropriate. Records operative permits, when appropriate, and assists physician in administrative matters. Coordinates lodging required for eligible Veterans or family through local procedure that may include a Fisher House or other like facility. Conducts analytical studies on operational processes, issue topics, or related special projects as assigned. In a support role can assist as needed in faxing requested medical records to other hospitals, requesting release of information from other hospitals, and creating, or cancelling ED appointments in scheduling system. Performs other administrative duties as assigned by Chief of HAS Service or Medical Center Director. 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: Irregular tours to include nights, weekends and holidays. Virtual: This is not a virtual position. Position Description/PD#: Medical Administration Specialist/PD99385S and PD99368S Relocation/Recruitment Incentives: Not authorized Critical Skills Incentive (CSI): Not Approved Permanent Change of Station (PCS): Not authorized