Program Specialist

Program Specialist

This Program Specialist position will serve as a Clinic Coordinator providing full administrative and management support to the Primary Care Service Line. The position participates with all levels of management, planning, analyzing, implementing and establishing sound business practices. The incumbent independently coordinates and tracks information relating to the maintenance of all clinic areas. The clinic coordinator is directly responsible for administrative matters such as workplace environment, support staff adjustments, scheduling information, productivity analysis and needs assessment, collection and analysis of performance data. The Clinic Coordinator is the administrative resource for clinic personnel. Administration focuses on this position for management information, reports, dissemination of information, and effectiveness of both clinical and administrative work methods.

Assists management with decisions on appropriate clinic set up, taking into consideration the number of clinicians, space available, nursing staff and clerical support availability; time frame etc. Monitors setups and identifies when adjustments are in order and makes recommendations for adjustments to clinic supervisor and chiefs.

Responsible for day-to-day issues associated with the clinics. As such, works directly with the clinic manager to assign staff to various activities to ensure that productivity and access to care are maximized. Assists with orientation of new staff into standard operating procedures of the clinics.

Collects utilization data, assuring that all workload data are captured and appropriately validated. Reviews data and recommends methods to improve productivity and expand services.

Coordinates quality assurance/utilization review activities within the clinic, e.g., patient and staff satisfaction surveys, clinical pertinence reviews, clinical utilization reports, etc.

Recommends changes in existing clinic activities using productivity, cost effectiveness and clinic outcome data.

Ensures that there is reliable and timely access to all clinical and non-clinical information necessary for the provisions of high quality care. The clinic coordinator ensures that clinicians have access to educational and informational materials and that change in policy, procedures, standards, etc. are disseminated to personnel in a timely manner.

Ensures that all Health Care personnel have sufficient training to perform well in the computer programs that they will need to do their job.

Acts a resource for and provides administrative guidance and support to Health Promotion Disease Prevention (HPDP), Veterans Health Education (VHEC) and other outpatient departments within Manchester VAMC as needed or upon request on clinic set up, process and functions.

Performs annual inventory on all equipment used within the designated services. Works closely with logistics to order supplies and equipment.

Serves as the VISN consult point of contact, responsible for overseeing all Primary Care consults and monitors them for timeliness. Assists management in balancing supply and demand for outpatient services through continuous forecasting and contingency planning. Ensures that all provider clinic set up have been reviewed for accuracy, appropriately utilized and thereafter reviewed on an annual basis.

VISN point of contact for Primary Care Management Module (PCMM). Responsible to train administrative staff on all functions of PCMM. The integrity of the PCMM data is extremely important to the management of the Primary Care Service at the VISN and national levels. PCMM is a complex, nationally implemented, computer program that is designed to monitor and manage Primary Care services throughout VA system.

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 staff, DSS staff, VISN staff and Central Office staff in order to maintain integrity of this program and data.

Performs other duties as assigned.

Work Schedule: Monday to Friday 7:30am to 4:00pm

Telework: Ad Hoc Telework as determined by the agency policy.

Virtual: This is not a virtual position.

Position Description/PD#: Program Specialist/ PD035650

Relocation/Recruitment Incentives: Not Authorized

Permanent Change of Station (PCS): Not Authorized

US Department of Veterans Affairs