Program Specialist

Full Job Description

This position is within the Primary Care Service for the Washington DC VAMC and serves as the PCMM Coordinator for the Medical Center, including the associated six Community-Based Outpatient Clinics (CBOCs); clinics in Washington; Fort Belvoir, Virginia; and Camp Springs, Charlotte Hall, Gaithersburg, and Lexington Park, Maryland.

We also operate the Franklin Street VA Clinic, a community resource and referral center for Veterans who are homeless or at risk of becoming homeless.

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 04/01/2026.

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-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 experience and/or education as described below: Specialized Experience: Specialized experience includes assigning patients in Patient Centered Management Module, educating team members about PCMM, generating reports of unassigned patients with upcoming Primary Care appointments, organizing and tracking staff assignments, ability to run reports on weekly basis reviewing and processing alerts, supervising clerk(s) in their roles focused on properly assigning patients, and communicating effectively.

OR Substitution of Education for Experience (TRANSCRIPTS REQUIRED): Do you possess 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. Such education must demonstrate the knowledge, skills, and abilities necessary to do the work.

OR Combination of Education and Experience (TRANSCRIPTS REQUIRED): Do you possess Equivalent combinations of successfully completed graduate education and specialized experience directly related to the work of the Human Recourses position, may be substituted to meet the experience requirements for GS-09 position.

For example, an applicant with 6 months of appropriate specialized experience equivalent to GS-07 (50 percent of the experience requirement for GS-09) and 1 year of successfully completed graduate education (18 semester hours), as is describe above, (50 percent of the education requirement for the GS-09) would qualify for a GS-09 position.

Preferred Experience: Prior experience as a PCMM Coordinator very helpful. Otherwise, ease using excel spreadsheets and attention to detail.

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:

MAJOR DUTIES: Serving as PCMM Coordinator for this Medical Center. This includes all six associated CBOCs.

Primary responsibility for management of the Patient Centered Management Module software program. Responsible for the integrity of the Medical Center's significantly large PCMM database.

Required to work closely with Medical Center clinic support staff, clinical service chiefs, CBOC managers, Clinic Coordinators, providers, CBOC staff, VISN staff and headquarters staff to maintain integrity of this program and data.

Monitoring and maintaining provider profiles, monitoring panel sizes, oversight and correction of transmission errors, and review/recertification of incorrect patient assignments.

Establishing and managing PCMM team and position set up for all primary care services at Medical Center.

Electronically creating or modifying team and position settings, assigning provider user class based on verified credentials, linking the associated clinic, setting maximum panel sizes, programing clinical alert notification levels, and establishing preceptor to associate provider links.

Working directly with the Nurse Managers and the Patient Advocate to track and complete clinic-wide patient provider change requests for patient satisfaction, and in addition, works directly with a Pharmacy representative notifying them of all relocated patients that no longer require pharmaceutical support.

This directly contributes to proper allocation for medical and fiscal responsibility.

Notifying nationwide other PCMM Coordinators of patients transferring care outside of their VISN jurisdiction to allow proper panel management and capacity while being accountable for directly working with providers to determine whether or not traveling veterans should or should not be assigned to their panel and the provider's level of responsibility for their care based on the patient's home of record, ensuring only qualified veterans are dual assigned across VISNs with proper CPRS documentation.

Verifying accuracy and correction of national duplicate assignments on a monthly basis. This has a direct correlation to panel management.

Scheduling outpatient clinic appointments using the VA scheduling software options, has knowledge of established business rules to place patients on recall or schedule appointments for veterans, and enters administrative notes in the Computerized Patient Records System (CPRS).

This includes notes on clinic visits, consultations, and entries in the Electronic Wait List (EWL).

Serving as the main point of contact for all new consults/referrals submitted to Primary Care from within or outside of the Medical Center, directing them to the proper provider for care and assignment based on panel availability.

Monitoring timeliness statistics for scheduling new patients, reporting to Primary Care leadership when problems exist which prevent compliance with VISN and VACO goals.

Preparing national, VISN and Medical Center level reports, upon request using established and ad hoc computer programming routines.

Collecting, compiling, analyzing and presenting data regarding the integrity of the PCMM package and uses this analysis to prepare and develop PCMM program evaluation reports.

Preparing all Primary Care or applicable hospital reports for review by management, including, but not limited to PCMM reports, Electronic Wait List reports, any reports requested by local management, VISN service reports and national reports.

Collecting data, preparing in appropriate format for review by the Service Chief and forwarding reports in a timely manner to the requesting entity.

Advising medical/administrative staff related to coordinating with GPM to create new clinic profiles or making changes to established clinics. He/she is the administrative Process/policy expert.

Being an academically affiliated tertiary care medical center, clinic profile types are numerous, diverse, complex, and change quite often.

Proper configuration of clinic profiles in the Medical Center computer system has direct bearing on scheduling, flow and processes within individual clinic, how workload is captured, and effective reimbursement of MCCF funds.

Working with Decision Support System (DSS) staff and clinical services to ensure the clinic stop code information corresponds with the DSS stop code identifiers.

Coordinating with Medical Care Cost Finance (MCCF) staff to determine if clinic services are billable and verifying with Health Information Management Section (HIMS) that the appropriate ICD-9 and CPT codes are entered on the electronic encounter form setup.

Preparing national, VISN, and Medical Center-level reports, using established and ad hoc computer programming routines. Performs other duties assigned.

Work Schedule: 8:00am - 4:30pm, Monday - Friday Virtual: This is not a virtual position. Position Description/PD#: Program Specialist/PD250340 Relocation/Recruitment Incentives: Not Authorized