Clinical Administrative Specialist

Summary This position is located at the Salisbury VA Medical Center, Mental Health Service Line. This position reports to the Associate Chief of Staff (ACOS). The primary duties of the position are to perform administrative and technical support work for the Mental Health Service Line. Responsibilities Duties include but are not limited to: Develops all MHSL Clinic profiles which are used in the Medical Center's Appointment Management scheduling software package. Functions as the administrative support person for the purpose of facilitating and troubleshooting patient and administrative issues related to the consult process of specialty care within the service line and supports administrative issues and processes related to interfacility consults to other medical centers. Responsible for accuracy of clinical data for both clinical and administrative reports and assists on all action items related to this data. Manages MHSL consult tracking system and develops/implements CPRS templates for specialty care notes and consults. Maintains MHSL clinic profiles in the appointment management software. Acts as liaison between clinicians and referred patients across disciplines. Provides administrative support to troubleshoot consult and patient issues, including interfacility referrals. Coordinates with OI&T and Medical Records Committee on CPRS templates and clinic profiles. Establishes and reevaluates provider schedules and clinic profiles for specialty clinics. Maintains consult tracking data via VistA, tracks backlog and wait times, and recommends improvements. Generates weekly consult reports for leadership and coordinates provider actions. Serves as AIS Coordinator and time/attendance record keeper. Ensures data accuracy in consults and wait times, identifying and correcting errors. Reviews consult reports and advises clinical staff on discrepancies affecting service reliability. Handles procedural issues related to alerts, data requests, and advisories following established policies. Develops long-term plans and evaluates programs like Access, SAIL, and others, including setting performance criteria. Participates in committees related to clinical access and performance measures. Monitors and maintains provider profiles and panel sizes, correcting transmission errors. Prepares reports using FILEMAN, analyzing data for program integrity and performance. Manages setup and data collection for the Patient Care Management Module (PCMM). Collaborates with leadership and clinical staff on FPPE and OPPE processes; reviews clinical evaluation plans. Assembles credentialing and privileging packages for review. Tracks program data for compliance and performance, conducting analytical assessments. Develops and evaluates OPPE, FPPE, and privilege forms, analyzing datasets for decision-making. Establishes and manages clinic profiles, advising staff on profile creation and updates. Coordinates coding and billing with DSS and HIMS, ensuring accurate encounter documentation. Programs encounter forms, manages scheduling parameters, and assigns access rights based on credentials. Collects workload data for reports and process improvements. Provides staff training on scheduling tools and clinic operations. Coordinates orientation for new staff and ensures ongoing administrative and clinical process adherence. 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. Work Schedule: Monday-Friday 8:00am-4:30pm Telework: This position may be authorized for ad-hoc telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Clinical Administrative Specialist/PD50273A Requirements Conditions of Employment You must be a U.S. Citizen to apply for this job To be considered for this position, you must complete all required steps in the process. In addition to the application and questionnaire, this position requires an online assessment. The online assessment measures critical general competencies required to perform the job. Selective Service Registration is required for males born after 12/31/1959 Physical Requirements: The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required. Subject to background/security investigation Selected applicants will be required to complete an online onboarding process. Acceptable form(s) of identification will be required to complete pre-employment requirements ( Effective May 7, 2025, driver's licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment. Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel (HCP) As a condition of employment for accepting this position, you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest, we may consider: your performance and conduct; the needs and interests of the agency; whether your continued employment would advance organizational goals of the agency or the Government; and whether your continued employment would advance the efficiency of the Federal service. Upon completion of your probationary period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest. Qualifications To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 09/15/2026. 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 at least one (1) full year of specialized experience, equivalent to the next lower grade level (GS-7) in Federal Service, that equipped you with the particular knowledge, skills, and abilities to successfully perform the duties of a Clinical Administrative Specialist. Qualifying specialized experience is experience that includes but is not limited to: Compiling and analyzing data, experience in collecting and presenting data to superiors, experience with computer programs to track information, experience assisting in the training of staff in the use of technology to ensure proper application of business processes; experience scheduling and monitoring events and requirements. OR, Education: Successful completion of a master's or equivalent graduate degree, or successfully completed two (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 of this position (i.e., hospital administration, public health administration, or related fields such as business or public administration with course work in health care administration). OR, Combination: Combination: Combinations of successfully completed graduate level education (beyond the first year) and specialized experience, as described above, to meet the total requirements. The education portion must include graduate courses that demonstrate the knowledge, skills, and abilities necessary to do to the work of this position (i.e. hospital administration, public health administration, or related fields such as course work in health care administration). For more information on these qualification standards, please visit the United States Office of Personnel Management's website at Education A transcript must be submitted with your application if you are basing all or part of your qualifications on education. Note: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: Additional Information Under the Fair Chance to Compete Act, the Department of Veterans Affairs prohibits requesting an applicant's criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process, visit Human Resources and Administration/Operations, Security, and Preparedness (HRA/OSP) at The Fair Chance Act. Reasonable Accommodation (RA) Requests: If you believe you have a disability (i.e., physical or mental), covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments, you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position, after notification of the adjudication of your request, you will receive an email invitation to complete the USA Hire Competency Based Assessments, based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA, please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments. Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. This job opportunity announcement may be used to fill additional vacancies. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation (a copy of the agency notice, your most recent performance rating, and your most recent SF-50 noting current position, grade level, and duty location) and be found well-qualified for this vacancy. To be well-qualified: applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors, and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at