Medical Administration Specialist

Full Job Description

As Medical Administrative Specialist for the Administrative Services Section of the Business Office, the incumbent serves as an analyst and advisor to Business Office leadership on the evaluation and the effectiveness of facility programs and operations, including, but not limited to, those related to Patient Aligned Care Teams (PACT), Telehealth, Whole Health, Primary Care, Specialty and Mental Health clinic access, scheduling and consult management.

To qualify for this position, applicants must meet time-in-grade and specialized requirements within 30 days of the closing date of this announcement, 02/11/2026.

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-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.

You may qualify based on your specialized experience and/or education as described below: Specialized Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-7) in the Federal Service, that is directly related to the work of the position and has equipped you with the particular knowledge, skills and abilities to successfully perform the duties as a Medical Administrative Specialist.

Qualifying specialized experience includes Analyzing new or proposed regulations to determine the impact on facility operations and management.

Developing new or modified administrative program policies, regulations, goals or objectives to ensure compliance with regulations.

Conducting studies of organizational efficiency and productivity and recommending changes or improvements in organization, staffing, work methods and procedures in service programs.

Assessing and evaluating whether the current management systems are efficient.

Advising leadership on the effectiveness of work methods and procedures, information and documentation systems, and similar functions of management.

Analyzing, evaluating, advising on, validating, or improving workload capture for facility program(s).

Identifying, determining and providing training priorities as they relate to patient appointment management, workload capture, consult management, clinic coordination and flow and other facility areas of responsibility; and Scheduling of patient appointments and understanding of national scheduling directives.

OR, Education: Applicants may substitute education for the required experience.

To qualify based on education for this grade level you must have successfully completed two (2) years of progressively higher-level graduate education or have a masters degree or equivalent graduate degree or LL.B.

or J.D., in a related field of the position to be filled.

Education at the graduate level must have been obtained in an accredited college or university and must demonstrate 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 combinations of successfully completed graduate level education beyond the first year (18 semester hours) and specialized experience as described above, to meet the total experience requirements.

The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position.

This education must have been obtained in an accredited college or university. NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

Experience must be clearly indicated in your resume. Preferred Experience: Scheduling and phone queue.

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/.

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 duties and responsibilities of this position require some mobility between the Business Office and various other clinics/offices located at any of our health care system sites.

Generally, the work is sedentary but may require some slight physical effort. Major Duties:

Major duties include but not limited to: Assess effectiveness of VERA program; coordination and management of VERA activities; reporting duties on workload capture, resource utilization, information management and VERA funding; and regulatory compliance by analyzing new or proposed legislation or regulations to determine impact on hospital workload, funding, and resources.

The incumbent is responsible for analyzing data from the Supervisory Audit Tools (SAT) regarding VA Portland Health Care System's status on completed scheduling audits for level one and level two audits.

Conducts analysis on data and reports results to Group Practice Manager (GPM) and leadership.

Works with the GPM and facility leadership to ensure that the facility is meeting goals as outlined in VHA Directive 1230.

The incumbent utilizes quantitative and qualitative analysis and evaluation techniques to advise facility leadership on the effectiveness of work methods and procedures, information and documentation systems, and similar functions of management in order to ensure short-range and long-range national, VISN and facility facility-wide strategic initiatives, performance measures and monitors are met relating to clinic wait times, clinic flow, care coordination, provider continuity, appointment availability, consult management, electronic wait lists, and all other aspects of clinic operations.

The incumbent analyzes, evaluates, advises on, validates, or improves workload capture for VAPORHCS facility programs.

The incumbent provides assistance in the oversight of the telephone access program, including the assurance that all patient care calls into the VAPORHCS meet all the local and national standards of performance.

The incumbent is responsible to assist with the effective management of the day to day administrative and technical operations of the Telephone Access Program, acting as the gatekeeper to all telephone access requests made by services within the medical center and represents the medical center for all VISN and National calls, meetings and monitor and oversees any pilot programs affecting telephone access.

The incumbent assists in the development of policies and procedures that accurately describe and support the goals of the Telephone Access Program.

The incumbent works with various services in the set-up of queues, user accounts, adhoc reports and troubleshooting for Cisco Unified Call Center telephone system.

Through regular analysis of data and work processes, the incumbent identifies and determines training priorities as they relate to patient appointment management, workload capture, consult management, clinic coordination and flow and other facility areas of responsibility.

The incumbent completes an analysis of compliance with national directives or performance measures and independently determines and initiates training programs based on gathered data.

The incumbent develops training programs including guidelines, instructional methods, materials, and new or improved applications of educational technology to training programs.

The incumbent monitors a varied and complex scheduling and authorizations training program, and possess extensive knowledge of the scheduling directives, electronic wait list policies, Patient Aligned Care Team (PACT) implementation, Vista Scheduling Enhancement (VSE), Supervisory Audit Tool (SAT), Computerized Scheduling Systems, Care in the Community (CitC) Programs and processes, MISSION Act, Enrollment and Eligibility Requirements, insurance Capture Buffer (ICB), appointment reminder/cancellation software, and other computer hardware and software programs.

Manages procurement and contracting for the Business Office.

This may include preparing procurement requests, evaluating proposals for work, acting as a COR for procurements, and/or maintaining procurement and contracting records.

Work Schedule: Monday - Friday, 8:00am - 4:30pm or 7:30am - 4:00pm, PST Virtual: This is not a virtual position.

Position Description/PD#: Medical Administration Specialist/PD216020 Relocation/Recruitment Incentives: Not Authorized