Program Applications Specialist (Clinic Profiler)

This position is in the Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network (VISN) 6, Richmond VA Medical Center (RICVAMC), Ambulatory Care Operations, which reports to the Office of the Chief of Staff. The primary purpose is to provide complex and highly-skilled administrative and data support related to clinic profile management.

Qualifications:

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/12/2026.

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. 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: 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: oversight for all clinic profiles and scheduling grids, and ongoing analysis of supply and demand throughout the health care system; accurate creation, validation, inactivation, and management of clinic profiles; providing technical advice and guidance to assist Services with troubleshooting clinic profile management; access and clinic utilization issues related to managing supply and demand; review reports, records, and statistical computations for accuracy for clinic profile management; Performs supply and demand analyses, capacity analyses, and data reviews based on clinic profiles and utilization, and provides recommendations.

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 masters or equivalent graduate degree, or LL.B. or J.D., if related. 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 have an combination of specialized experience and education in excess of the first year (18 semester hours) to qualify for the GS-09 level. NOTE: If using education combined with specialized experience to qualify, a copy of your transcript is required.. *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..

Preferred Experience:

• Direct experience using VistA and VSE to build, modify, and maintain clinic profiles and scheduling grids.
• Experience performing clinic supply/demand, capacity, and utilization analysis using VSSC/BISL or similar VA data tools.
• Proven ability to manage clinic setup, cancellation workflows, and compliance with National Scheduling Directive and local policy.
• Strong skills in Microsoft Excel for data reporting, monitoring, and trend analysis.
• Experience developing and delivering training on scheduling, clinic profile workflows, or related technical processes.
• Background working with multidisciplinary clinical and administrative teams to resolve clinic access and profile issues.
• Familiarity with LEAF, InfoPath, or similar workflow/form tools for process management.
• Experience using VAs VistA and VistA Scheduling Enhancement (VSE) systems to build, modify, validate, and manage clinic profiles and scheduling grids.
• Demonstrated ability to independently analyze clinic utilization, supply/demand, and capacity data using VistA, VSE, VSSC, and related VA data systems to identify issues, validate clinic accuracy, and recommend improvements that enhance access and clinic efficiency.

You will be rated on the following Competencies for this position:

• Attention to Detail
• Customer Service
• Decision Making
• Flexibility
• Integrity/Honesty
• Interpersonal Skills
• Learning
• Reading Comprehension
• Reasoning
• Self-Management
• Stress Tolerance
• Teamwork

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 work is primarily sedentary, but does require some walking, bending, stooping, standing, stretching, and carrying moderately heavy items, such as, but not limited to: manuals, documents, office supplies, and/or data file reports. Also, work involves spending a significant amount of time performing keyboard data entry and prolonged periods of data review via computer monitor. Concentration and sustained performance under prolonged stress may be required due to time factors involved in completion of work assignments within specified deadlines.

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/.

Responsibilities:

Duties include but are not limited to:

Data Collection and Analysis

• Involved in an extremely complex blend of computing technology, medical information, communication skills, and leadership qualities in a rapidly changing environment.
• Must be well-versed in each database as successful navigation and manipulation are critical to the incumbent's success.
• Possesses vast computer knowledge in developing and capturing data from VistA and other VA data sites (VSSC and BISL) to be able to understand, analyze and interpret clinical data at the team, service, and executive levels.

Clinic Set Up

• Responsible for all aspects of new clinic establishment in VistA and provides guidance for clinic set-ups and groupings in VSE.
• Knowledge and in-depth understanding of the complexities of clinic set-ups and provide technical guidance to ensure clinics operate as requested, appointment length times and clinic grids reflect actual provider availability, and any potential compliance issues have been identified and reconciled prior to clinic build.
• Ability to research and validate all requests from services and coordinate with Managerial Cost Accounting (MCA) and/or Compliance staff, or other technical consultants, to ensure information accuracy.

Clinic Maintenance (Clinic Modifications and Inactivation's)

• Responsible for the entire workflow process for clinic cancellations, provide guidance for all services, and will work in close collaboration with AL, CLs, supervisor, and Access and Transformation teammates regarding requests for outpatient clinic cancellations <45 days.
• Reviews clinic modification, clinic cancellation, clinic remapping, clinic deactivation, and clinic reactivation requests, ensuring all requests for clinic maintenance adhere to the National Scheduling Directive and local RICVAMC policies and procedures.
• Responsible for ensuring timely review and approval actions occur for all modifications and clinic deactivation requests, which will include completing all such actions in VistA.
• Maintains accurate records of clinical maintenance requests and all actions taken. Records shall be retained in accordance with departmental established recordkeeping policies.

Clinic Profile Audit

• Reviews active clinics and provide detailed analysis of findings to management on an annual basis, as requested. Clinic audits may contain but are not limited to the following types of data inquiries: character nomenclature length, count or non-count designation, stop code validation, patient friendly names, clinic location accuracy, appointment letter relevance (pre-appointment, clinic cancellation, no-show, or other clinic specific letter as designated), telephone number validation, no-show and overbook availability are reasonably established, length of appointments are established as requested, and clinic cancelled appointment have been rescheduled within a reasonable timeframe.
• Performs audits using reports available in VistA and the GPM SAT Tool, and submitted on a regular and recurring basis.
• Responsible for assisting with data validation of reported data, and involvement in action plan generation for underperforming results.

Clinic Utilization Review

• Assists clinics and services in reviewing and understanding clinic utilization data using either VistA or VHA Support Service Center (VSSC) reports.
• Has a clear understanding of the relationship between clinic profile accuracy and clinic utilization reports, helping clinics to analyze results, and provide input for necessary corrective actions if required.
• Reviews utilization reports to ensure adequate appointment availability, clinic capacity, appointment slot utilization, minimal unscheduled visit rates, and optimal percent utilization rates (scheduled and actual), assisting with plans for corrective action if outside locally determined acceptable ranges.

Training and Processes

• Responsible to research and identify training needs for RICVAMC staff in areas of clinic cancellation and clinic profile requests, clinic set up, maintenance, utilization, or special projects as directed by management.
• Analyzes training needs and make recommendations to supervisor(s), develop instruction based on analysis, make arrangements for training, coordinate with Services and staff to provide information on available training, and will conduct and evaluate training.
• Oversees the clinic cancellation request process, as well as the clinic profile request process. This includes ensuring an efficient workflow with data analysts from the Office of Access and Transformation.
• Advises and provide training to all services on the use of both of the request processes and will ensure the request processes are used appropriately providing re-training or guidance as needed.

Work Schedule: Monday - Friday, 8:00 AM - 4:30 PM
Telework: Ad-Hoc
Virtual: This is not a virtual position.
Position Description/PD#: Program Applications Specialist (Clinic Profiler)/PD03090A

Salary : $64,475