Patient Representative

Full Job Description

The Dayton VA Medical Center is looking for a Patient Advocate, this position covers a variety of difficult and/or complex patient concerns, issues, and contacts for the Facility with the goal of providing resolution.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/27/2026.

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. In addition to the Time-in-Grade Requirements, you must also meet specialized experience.

You may qualify based on your experience and/or education as described below: GS-9 Level: Specialized Experience GS-9 Level: 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: interacting with patients, providing customer service to patients, good communication skills and a patience.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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

To qualify based on education for this grade level you must have completed two (2) years of progressively higher-level graduate education or masters 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 your application materials. Education cannot be credited without documentation.

OR, Combination: Applicants may also combine education and specialized experience (as described above to qualify at this level.

You must have an combination of specialized experience and graduate level education beyond the first year.

GS-11 Level: Specialized Experience GS-11 Level: 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: providing customer service to patients and staff with resolving problems or complaints; identifying problem areas and suggesting solutions or alternatives; explaining policies and procedures; keeping accurate records and preparing reports and/or written correspondence; collaborating with facility staff to improve the patient experience.

NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.

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

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

or J.D., in a related field of the position to be filled. The education portion must include courses that demonstrate the knowledge, skills, and abilities necessary to do the work of this position.

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 your application materials. Education cannot be credited without documentation.

OR, Combination: Applicants may also combine education and specialized experience (as described above to qualify at this level.

You must have an combination of specialized experience described above and graduate level education beyond the first two years, to meet 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.

NOTE: Transcripts must be submitted with your application materials. Education cannot be credited without documentation.

Preferred Experience: Candidates certified in Patient Advocacy with experienced training in conflict resolution to handle complex cases with service recovery, working with Service Level Advocates to help resolve concerns and communicating with patients using the ICARE values are highly preferred.

Physical Requirements: The work includes walking, standing, bending, carrying of light items, and occasionally assisting with a wheelchair.

In some instances, relationships with patients and caregivers can become intense and the incumbent is constantly exposed to high levels of stress and anxiety.

This position demands emotional stability, as the incumbent is deeply involved with many challenging, seriously ill, and/or dying patients and their caregivers.

The work environment involves the normal risks typical of an office with the additional risk of dealing with patients who may be hostile and/or are not in touch with reality.

Visits are routine to the units/clinics, as well as administrative offices in the Facility.

This position may encounter patients with medically emergent needs/situations and illnesses/conditions that are considered infectious.

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/.

Major Duties:

Patient Advocates are primarily responsible for complaint resolution with service recovery, receiving compliments, working with SLAs to help resolve issues and concerns and communicating with patients about their experiences of care, They collaborate with other facility staff in the creation, development, and implementation of initiatives and actions that improve the patient experience throughout the organization.

Duties include but are not limited to: The Patient Advocate is tasked with managing the facility process, including complaint resolution, data capture and analysis of issues/complaints to make system improvements.

Proactively identifies existing or potential problem areas and suggests solutions or alternatives to existing procedures which contribute to these problems.

Independently resolves the most difficult and complex complaints, expedite services, and implement necessary corrective measures within established facility policies.

Reviews appropriate documentation and records, and discusses with personnel or witnesses regarding any practice that appears to violate the patient's rights.

Serves as the liaison between the Facility, patients, staff, and the community, ensuring Patient Rights and Responsibilities, advocacy, and services are available.

Assists patients in understanding their rights, in addition to, their responsibilities. Provides a channel through which patients can seek solutions to problems, concerns, and unmet needs.

Patient Advocates work directly with health care teams, Service Chiefs, and management to facilitate resolution to problems beyond the capability of front-line staff and participate in resolution of system problems by presenting the patient's perspective of the problem and the desired resolution.

Interprets the Facility's mission, policies, procedures, and available resources/services to the patient and presents the patient's concern, opinions, and needs to appropriate staff and management.

Assists patients, their families and representatives, and facility staff members in recognizing and removing institutional barriers to the provision of optimum health care to patients.

Serves on committees whereby patient complaints are identified, resolved, classified, and the data is utilized to improve overall services to patients.

Produces, on a regular basis, a cumulative report which includes a categorization of patient inquiries to track and trend the patterns to identify opportunities for improvement.

Works closely with Public Affairs to include patients' feedback and increase community and Veteran awareness of VA health care resources.

NOTE: At the GS-9 Level- The incumbent will serve in a developmental assignment to provide the individual with the knowledge, skills, and abilities needed to perform the full range of duties as described in the target position description, PD# 99864-A, Patient Representative, GS-0301-11.

The incumbent will perform the duties outlined in the target grade position description but will operate under closer supervision and will not be expected to demonstrate the same level of subject matter mastery.

All other factors remain the same.

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: Compressed/Flexible: Telework: Ad-hoc only Virtual: This is not a virtual position.

Position Description/PD#: Patient Representative/PD913860 Relocation/Recruitment Incentives: Critical Skills Incentive (CSI): Permanent Change of Station (PCS): PCS Appraised Value Offer (AVO):