Medical Administration Specialist

Veterans Affairs, Veterans Health Administration

Walla Walla, WA

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JOB DETAILS

SKILLS

Administrative Skills, Analysis Skills, Clinical Advice, Code Blue, Data Processing, Department of Veterans Affairs, Documentation, Emergency Planning, Emergency Procedures, Establish Priorities, Facilities Planning, Fitness, Healthcare, Healthcare Administration, Hospital Administration, Human Resources, Interface Programming Languages, Interpret Regulations, Inventory Management, Leadership, Legal, Medical Affairs, Medical Assistance, Medical Organizations, Medical Treatment, Multitasking, National News, Nursing, Onboarding, Operations Security (OPSEC), Outpatient Care, Patient Charts, Peace Corps, Physical Demands, Policy Development, Problem Solving Skills, Procedure Development, Radiology, Regulations, Rehabilitation Act, Reporting Skills, Social Work, Statistical Reports, System Architecture, System Integration (SI), Time Management, Training/Teaching, United States Citizen, Vaccination, Veterans Benefits, Volunteer Experience

LOCATION

Walla Walla, WA

POSTED

9 days ago

Summary The Health Administrative Specialist on Duty (HOD) is a facility-wide position, located in the Office of the Chief, Health Administration Service (HAS) located at the Jonathan M. Wainwright Memorial VA Medical Center in Walla Walla, WA. 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. Responsibilities Major duties of this position include, but are not limited to: Functions as the administrative person on duty, acting on behalf of the Director during other than normal duty hours. Serves as the administrative authority during other than normal duty hours on all issues involving the enrollment and eligibility determination process. Ensures that appropriate legal, regulatory, and policy requirements are met. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOA's), homicides, code blue, cost recovery matters, and facility or community disasters, etc. Assists medical center staff with medically related problems, including involuntary commitments, orders of protective custody, and management of unruly or severely disturbed patients. Promotes harmonious working relationship among patients, public, and staff. Directly intervenes when problem regarding patient activity occurs, advising clinical staff of appropriate administrative action. Provides administrative guidance and advice to the Medical Officer of the Day (MOD) and other clinical staff concerning administrative matters necessary for the operation of the VA medical facility during other than normal duty hours Facilitates transfers to and from VA and non-VA medical facilities. Prepares daily Gains and Losses Sheet and other related statistical reports. Incumbent has access to VistA and is aware of the confidential nature of the information contained therein. Processes administrative issues surrounding beneficiary death, seriously ill cases, elopements, suicides, assaults, deaths on arrival (DOA's), homicides, code blue, cost recovery matters, and facility or community disasters, etc. Maintains current bed inventory utilizing BMS software and ensures the accuracy of the program for national reporting purposes; obtains bed availability for treatment needs. Determines extent of release of medical or social data from patients' records. Safeguards and ensures rights of patient. Assumes role of Incident Commander at time of incident and implements the facility plan, call back roster, deployment of resources etc., until closure of the incident or a designated Executive reports to the facility for duty. 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: Rotating various shifts includes evenings and weekends Telework: This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Medical Administration Specialist/PD99368S and PD99385S Relocation/Recruitment Incentives: Not Authorized Critical Skills Incentive (CSI): Not approved Permanent Change of Station (PCS): Not Authorized Requirements Conditions of Employment 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 dentification 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 or 2-year trial 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, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements within 30 days of the closing date of this announcement, 08/13/2026. 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 within 30 days of the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-05. 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. Ex: WGI, Promo, Excepted Appt etc) 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. To qualify for this position at the GS-07 level, you must possess the following: Specialized Experience (GS-07): You must have one year of specialized experience equivalent to at least the next lower grade GS-05 to qualify for the 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: Understanding of medical center organization, functions, specialties, and programs, i.e., Social Work, Nursing, Laboratory, Radiology, etc. Completing assigned projects, studies, narrative and statistical reports, reviews in a thorough, accurate, and timely manner. Understanding the Veterans Integrated Health System Architecture, and the various other computer programs that interface with it (BMS, EDIS, etc). Performing computer menus relating to processing data for admission and determining legal entitlement of veterans to benefits and to menu for outpatient scheduling. Interpreting rules, regulations, policies, and procedures to make sound decisions, using good judgment. Understanding of VSSC and the various data sources to be able to extract information and create statistical reports. Triaging situations effectively to determine next actions in coordination with NOD, MOD and VA police. Applying rules, regulations, policies, and procedures to make sound decisions, using good judgment. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level GS-07 you must have successfully completed one full year of graduate level education or superior academic achievement. 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. To qualify for this position at the GS-09 level, you must possess the following: Specialized Experience (GS-09): You must have one year of specialized experience equivalent to at least the next lower grade GS-07 to qualify for the GS-09 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Understanding of VA regulations, laws, policies, and procedures which relate to administrative hospital duties; Coordinating multiple administrative tasks and independently prioritizing work assignments; Preparing daily and monthly reports for leadership; Serve as main point of contact for all Engineering service related issued, Serve as a subject matter expert for all patient movements; applying eligibility and entitlement to benefits for Veterans; identifying and analyzing complex problems; Using analytical tools and methods to interpret information and make recommendations; Adhering to medical center organization, functions, specialties and program policies; implementing safety and emergency plans and procedures throughout the medical center. Understanding of VA regulations, laws, policies, and procedures which relate to administrative hospital duties; coordinating multiple administrative tasks and independently prioritizing work assignments; Preparing daily and monthly reports for leadership; Serve as main point of contact for all Engineering service related issued, Serve as a subject matter expert for all patient movements; applying eligibility and entitlement to benefits for Veterans; identifying and analyzing complex problems; u Using analytical tools and methods to interpret information and make recommendations; adhering to medical center organization, functions, specialties and program policies; Implementing safety and emergency plans and procedures throughout the medical center. OR Education: Applicants may substitute education for the required experience. To qualify based on education for this grade level successfully completed a master's or equivalent graduate degree or two (2) full years of progressively higher-level graduate education leading to such a degree or LL.B. of J.D., if related 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 possess equivalent combination of successfully completed education and specialized experience directly related to the work of the position as outlined above that meets the requirements of the position. Only education in excess of the first year (18 semester hours) may be used to qualify applicants for the GS-09 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required. 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. Work is accomplished in a busy, generally congested office area. The incumbent routinely goes to most sections and buildings, including offices, clinics, wards, laboratories and the morgue. 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/. Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at http://www.opm.gov/policy-data-oversight/workforce-restructuring/employee-guide-to-career-transition/. If you are unable to apply online or need an alternate method to submit documents, please reach out to the Agency Contact listed in this Job Opportunity Announcement. 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/.

About the Company

Veterans Affairs, Veterans Health Administration

INDUSTRY

Other/Not Classified