Program Analyst (Clinic Profile Manager)

About the role

This position reports directly to the Group Practice Manager (GPM) who reports to the Associate Director. The Incumbent is responsible for overall program management for the clinic maintenance process for the Facility and leads the facility's efforts to integrate profile management among healthcare providers, other facility staff, and patients.

What you will do

• This position reports directly to the Group Practice Manager (GPM) who reports to the Associate Director.
• The Incumbent is responsible for overall program management for the clinic maintenance process for the Facility and leads the facility's efforts to integrate profile management among healthcare providers, other facility staff, and patients.
• The clinic/provider profiles set up the clinic structure, allowing the scheduling of patients, direct workload capture, direct insurance and co-pay billing, direct MCA costing, and track facility and provider performance against national, Veterans Integrated Network (VISN), and local measures.
• The incumbent interprets national policies and procedures, developing and implementing local standards, defining requirements and providing advice to top management on related issues pertaining to clinic/provider profile management.
• Ensures that completed profiles reflect national, network and local goals, directives, and policies.
• Integrates advanced clinic access (ACA) principles and initiatives, outpatient scheduling directive mandates, ambulatory data capture and workload rules and regulations, coding and billing criteria, MCA requirements into clinic structures.
• Oversite: Coordinator is responsible for establishing and managing communication plans that identify target audience, appropriate messages, activities, and resources needed for effective communication, and communication plans for change management, incorporating multiple channels to manage expectations and disseminate project progress.
• Oversees clinic supervision to staff delegated to services performing clinic profile coordination and management functions.
• Incumbent leads clinic profile team members to ensure analytics, goals, are being met using accurate and timely clinic management tools for their designated services/clinics.
• Coordinates all administrative needs of clinic profile building and maintenance, establishing the program goals, evaluating implementation, and data capture components for the Facility.
• Provides technical advice to clinic personnel primarily at the clinic director and Patient Service Line (PSL) management level regarding scheduling, clinic profiles and workload.
• Facilitates efficient and effective communication between Program Analysts (ADPAC)s, MCA, encounter form specialists, billing specialists, and assigned service to ensure accuracy of workload transmission and when new scheduling software is installed/implemented.
• Data/Reports: Coordinates with informatics for development and management of data systems, assisting and creating the basis for data driven decision-making of clinic profile operations management.
• Determines best method to collect requested data from a variety of multiple sources, compiles statistics and other data.
• Performs data retrieval and analysis for reports; prepares Facility reports to monitor accuracy and utilization regarding clinic profile management and communicates to appropriate Facility groups for action.
• Problem Solving: Identifies problems and applies analytical techniques, correcting negative trends and provides resolutions to system issues/malfunctions, to include encounter and transmission errors, clinic grids and other issues related to clinic profile management.
• Quality Assurance & Training Training: Develops and implements an in-depth training program for the Facility to ensure staff are properly educated and accountable for clinical profiles, scheduling, and data management.
• Instruction is to ensure correct clinic profile mapping, scheduling procedures for all scheduling applications, overbooking, cancelations etc., are in compliance with national directives and other facility policies.
• Quality Assessment: Coordinates quality assurance efforts through assessments of workflow and procedures to develop means of improving service delivery to customers.
• Evaluates data capture outputs that includes but not limited to clinic utilization, accurate clinic parameters, program clinic naming standards, etc. to ensure facility compliance with scheduling directives and other national guidance as it relates to Clinic Profile Management.
• Routinely reviews clinic profiles, identifying and correcting negative trends to assist staff in projecting clinic needs with grid validation and analyzing clinic utilization Monitors profiles to determine appropriate and adequate access is available for patient scheduling needs and to meet demand.
• Performs other duties as assigned.
• Work Schedule: Monday-Friday 7:30am-4:00pm Telework: This position may be authorized for Ad-Hoc telework.
• Telework eligibility will be discussed during the interview process.
• Virtual: This is not a virtual position.
• Position Description/PD#: Program Analyst (Clinic Profile Manager)/PD99898S

Requirements

• You must be a U.S. Citizen to apply for this job All applicants tentatively selected for VA employment in a testing designated position are subject to urinalysis to screen for illegal drug use prior to appointment.
• Applicants who refuse to be tested will be denied employment with VA.
• Selective Service Registration is required for males born after 12/31/1959 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 (***).
• 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 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 or trial 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: ***

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: ***

How you will be evaluated

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC.

WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

Narrative responses are not required at this time. If you are referred for consideration, you may be asked to submit additional job related information, which may include, but not limited to; responses to the knowledge, skills and abilities; completion of a work sample, and/or contact for an interview. Your resume and/or supporting documentation will be verified.

Please follow all instructions carefully. Errors or omissions may affect your rating or consideration for employment.

The Department of Veterans Affairs performs pre-employment reference checks as an assessment method used in the hiring process to verify information provided by a candidate (e.g., on resume or during interview or hiring process); gain additional knowledge regarding a candidate's abilities; and assist a hiring manager with making a final selection for a position.

For more information on the "Who may apply" eligibility requirements, please refer to the OHRM Status Candidates and Other Candidate Definitions document. Placement Policy: The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion.

The position may be filled by reassignment, change to lower grade, transfer, appointment, or reinstatement. Management may use any one or any combination of these methods to fill the position. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members.

Documents you must provide

• Resume SF-50/ Notification of Personnel Action The following documents are accepted, and may be required if applicable to your eligibility and/or qualifications for this position.
• Please make sure you have included other documents required for your application, such as a copy of your transcript (if using education to qualify), SF-50's (current/former Federal employees), documentation to support Veterans Preference claims, or ICTAP/CTAP documentation (for displaced Federal employees).
• You will not be contacted for additional information.
• Cover Letter License Other (1) Professional Certification Resume Separation Notice (RIF) SF-50/ Notification of Personnel Action Transcript SF-50, Notification of Personnel Action (if applicable for Time in Grade and/or Eligibility): Most recent SF-50 if you are a current or former Federal employee An SF-50 showing 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 Award 50's do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade.
• Examples of appropriate SF-50's include: Within grade increases at the highest grade held; or Promotions with an effective date more than one year old; or SF-50's at the highest grade held with an effective date more than one year old.

What to expect next

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages (including all required documents) and the vacancy announcement closes, we will review applications to ensure qualification and eligibility requirements are met.

If initial application submission is updated and resubmitted with a new resume, only the most current resume will be reviewed for consideration. After the review is complete, a referral certificate(s) is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview.

All referred applicants receive a final notification once a selection decision has been made. You may check the status of your application at any time by logging into your USA Jobs account and clicking on Applications.

Information regarding your application status can be found in the USAJobs Help Center NOTE: Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel (HCP).

It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service.

HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities.

HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities.

HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Additional information

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. Selected applicants may qualify for credit toward annual leave accrual, based on prior work experience or military service experience.

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.

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. 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.