Health System Specialist

2 weeks ago

Bronx, New York, United States Department Of Veterans Affairs Full time
Summary

This position is in the Health Professions Education (HPE) Office (HPEO) and is supervised by the Associate Chief of Staff/Education, Designated Education Officer (DEO), who reports to the Chief of Staff (COS). This position supports the DEO and HPE management for establishing, maintaining, and evaluating the quality of HPE programs and the quality of care delivered by health professions trainees (HPTs) at the VA medical facility.



Duties

Disbursement Agreement Administration (50%)

  • Provides subject matter expert knowledge of Resident Disbursement Procedures (ReDPro) SOP; serves as the facility Educational Activity Records (EAR) champion on trainee attendance, national Office of Academic Affiliations (OAA) calls, and surveys.
  • Uses EARs record data and analysis to recommend redistribution of resources, forecast Health Profession Trainee (HPT) position allocation (FTE) needs for subsequent academic years, and formulate long range budget needs and excess.
  • Manages the special purpose academic fund from OAA and HPT reimbursement processes with the affiliate; synthesizes data, trends, opportunities, etc. for presentation to facility leadership, OAA, or academic organizations using graphs, flowcharts, and other techniques.
  • Validates complex calculations for accuracy of reimbursement of trainee activity with analysis of relevant documentation; evaluate and determine the scope and intensity of verification methods for each program to minimize risk to organization while maintaining efficiency.
  • Completes and reviews the monthly EARs consolidation and calculations to ensure accurate educational activity reimbursement. Works directly with the Health Professions Education (HPE) site and program directors to collect required documentation of didactic, call, conference and leave schedules for reconciliation with the affiliate invoice. Accesses online IT learning management systems used by the affiliate to verify HPT training schedules (such as New Innovations, MedHub, or other.)
  • Receives applicable clinical and educational (work hours) activity record data from clinical services with HPT rotations covered under a DA. Receives invoices from the academic affiliate institution and facilitates reconciliations between the HPE service/section and the affiliate academic and finance offices. Reviews and adjusts clinical and educational activity record data (work hours) documents to reflect accuracy in attendance, leave and calculations.
HPE Program Analysis (50%)
  • Extracts, analyzes, and organizes data from multiple sources to create reports for ongoing monitoring of resources, OAA reports, or special projects. Facilitates performance measure goals by developing studies and evaluations for suspense items, accreditation standards, needs assessments/surveys, white papers, academic presentations, grant proposals, and special purpose budgetary requirements.
  • Advises HPE management and OAA's informed decision-making processes with the research, collection, compilation, analysis, presentation, and management of data and HPE program information.
  • Maintains awareness of new policy related to budget, personnel, and procurement to provide analysis, training and recommendations to enhance HPE or special project operations.
  • Anticipates obstacles to operational management that are likely to interfere with the accomplishment of objectives; takes or recommends the necessary action to prevent their occurrence
  • Collects, consolidates, and provides analysis of data to prepare justifications for FTE, funding, and budget planning purposes; evaluates trends and provides recommendations for further analysis for future planning. Data sources may include but are not limited to Pyramid analytics, Consolidated Data Warehouse (CDW), VHA Support Service Center (VSSC) Capital Assets, or other VA/affiliate platforms.
  • Conducts special projects related to performance/process improvement to include rapid improvement events and new/revised policy or program changes; uses qualitative and quantitative techniques to measure utilization, efficiency, and productivity of HPE programs
Preferred Experience: Microsoft Excel, Microsoft Word, General Accounting experience.

Promotion Potential: The selectee may be promoted to the full performance level (GS-12) without further competition when all regulatory, qualification, and performance requirements are met. Selection at a lower grade level (GS-11) does not guarantee promotion to the full performance level.

Work Schedule: Monday -Friday 8am-4:30pm

Position Description Title/PD#: Health System Specialist/PD99451S and PD99452S

Physical Requirements: The work is sedentary, although some slight physical effort may be required. This work is performed in an office setting although some slight physical effort may be required to conduct training events, give presentations, or to observe staff and trainees in their work environment, including inpatient clinical areas. The position will utilize a desk and computer and may need to navigate throughout the facility clinical areas. Stamina and concentration to meet crucial deadlines is required.

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.

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