Overview
Supervisory Health System Specialist Joint Base San Antonio
Time to invest in some new footwear because if you're San Antonio-bound, you'd better show up in boots ! The Alamo City is one of the military's most envied postings and is often referred to as "Military City USA". Low cost of living, affordable homes, and the lack of state tax on retirement income are a few financial perks to living and retiring in this Texas city. A robust job market that seems partial to government and defense/security contracting ensures employment opportunities for spouses or transitioning service members. San Antonio is the country's seventh fastest growing city yet has somehow managed to retain a "small town feel." Quality schools and friendly locals (most with military ties) are additional perks to living in San Antonio.
Some things you should know before you get here: trucks are the norm (the bigger, the better), love for The Spurs (NBA) runs deep, the H-E-B obsession is real (it's a grocery store), rodeos are life, and don't call it "San Antone"-that's just wrong. The community boasts a vibrant Hispanic population, and enhances everything from the food, to the music, to community events. You don't necessarily need to speak Spanish to get around, but you'd better know how to say barbacoa, tamales, and cascarones.
Name brand shopping (IKEA is the latest arrival of note), restaurants, and all variety of entertainment all add to San Antonio's quality of life. SeaWorld, the San Antonio Zoo, Six Flags Fiesta Texas, and downtown museums are all fun outings for kids and families. Tube or kayak down a river, play or fish in the lakes, or relax by San Antonio's famous downtown River Walk. Museums, art galleries, and historical landmarks- remember The Alamo? -round out San Antonio's cultural offerings. Tex-mex cuisine arguably originated here, and some up and coming culinary trendsetters are making a name for themselves in the Pearl District downtown, alongside several notable breweries.
San Antonio has over 300 days of sunshine with some hot summers, mild winters and pleasant spring and fall seasons. San Antonio is in Bexar County (it's pronounced "BEAR") in south central Texas, and is just south of the gorgeous Hill Country. It's only about two hours from Austin, the beach, or the desert.
Working for the Department of Defense comes with an abundance of benefits and perks to include competitive compensation packages, paid-time off, medical benefits, student loan repayments, and retirement package with Thrift Savings Plan to include matching employer contributions.
Responsibilities
MAJOR DUTIES
The incumbent serves as Practice Manager (PM) for a medical practice. The incumbent manages the day-to-day operations of the practice, allowing clinical staff to focus on patient care needs unencumbered by administrative tasks. Scope of responsibility includes: access management, budget management, business planning, personnel management, resource management, facilities and logistics, safety, compliance, training, customer service, information management and analytics. Incumbent works collaboratively with nursing and clinical leads in areas of population health, practice management, and clinical practice to ensure delivery of comprehensive, continuous, coordinated care consistent with the practice. Contributes to the development and implementation of standard policies and procedures applicable at the practice level. Manages short and long term performance improvement projects. Advises practice leadership on issues affecting quality, safety, and customer service at the practice level. Plans, directs, analyzes, and coordinates administrative activities within the clinic as directed by higher level MTF administrator. Meets goals established in the performance plan. Develops, coordinates and promulgates plans and procedures to enhance the effectiveness of assigned programs, which may include a Soldier Centered Medical Home (SCMH) with responsibility to use databases tracking status of medical readiness goals and coordinating implementation of staffing agreements of provider and support staff from external units, or a Graduate Medical Education Program with responsibility to coordinate provider scheduling for clinic continuity with precepting and clinical rotations outside the medical home.
Business Operations: Given standard policies and procedures, manages business operations for a complex, multi-faceted medical practice. Provides guidance to, and answers inquiries concerning the interpretation and application of regulations and policies. Functions in an advisory capacity for assigned areas and is relied upon to assure the adequacy of services provided. Develops plans, and programs to initiate, manage, control and assess the impact of new and on-going services provided. Applies a thorough and comprehensive specialized medical knowledge of controlling regulations and policies together with a thorough knowledge of the mission, functions, organization structure, and key program personnel responsibilities to assure essential services are maintained, compliance with regulations, and establishment of area priorities. Prepares a variety of plans, which establish milestones to effect special requirements such as meeting performance plan objectives and monitors progress to ascertain status of goals and objectives. Develops, prepares, and obtains statistical and narrative input on assigned programs in support of management reports/review and analysis/suspense actions. Incumbent applies an advanced knowledge of healthcare administration and business practices to maximize practice performance for enrollment, access, and workload in support of the organization performance plan goals. Utilizes data from established Military Health System (MHS) and Medical Command (MEDCOM) databases in order to monitor, trend, and analyze performance measures including: enrollment, patient satisfaction, quality measures, access, productivity, and PCM continuity. Applies standard tools and processes for utilization of healthcare providers, support staff, space and equipment to meet performance plan targets and generate Integrated Resourcing and Incentive System revenue. Establish processes to assist PCM in meeting established productivity standards. Finds opportunities to maximize direct care resources and recapture network leakage. Develops, implements, and oversees systems for the purchase of materials and equipment, reviews and makes recommendations for temporary duty (TDY) requests, training, and other expenditures. Incumbent implements internal controls to ensure Defense Medical Human Resources System - internet documentation is timely and accurate for assigned staff and borrowed military manpower. Ensure effective front-end business operations, including authorization, and insurance verification. Thorough knowledge of supplies, logistical systems, assigned medical equipment, and new developments in the field in order to assist with both current requisitions and long-range equipment replacement projects. When assigned to a standalone facility, coordinates with parent facility for logistics (equipment and supplies), facility maintenance (work orders), safety and security (force protection) to meet requirements as a standalone facility, and information management/information technology. When assigned to a SCMH, manages operations and administration of activities supporting medical readiness of supported units, including processes and databases that track the attainment of medical readiness goals, as assigned. Uses databases tracking status of medical readiness goals and coordinates implementation of staffing agreements of provider and support staff from external units. When assigned to a medical home with a Graduate Medical Education Program, manages the impact of resident schedules for clinic continuity to support resident PCM availability and continuity for residents assigned as PCMs, while supporting access to care for empaneled patients. Directs all aspects of access management to include systems and processes to ensure access to both traditional face-to-face care and new virtual care encounter options as well as coordination of care delivered outside of the primary care scope of operation. Ensures access standards are met. Ensures that panel sizes, clinician availability, appointing rules and algorithms, appointing templates and schedules are coordinated and optimized. As required, serves as action officer between clinics personnel and the parent MTF pertaining to all aspects of civilian personnel management, reorganization, organization structuring, position management, and manpower utilization. Is responsible for conduct of a variety of administrative information flow studies, administrative work processes, procedural reviews, improvement studies, etc. to provide management with recommendations for ensuring optimum utilization of available resources. Prepares briefing charts and auxiliary information to be used for final presentations. Coordinates results, develops plans for implementation. Makes follow-up assessments of implementation of changes. Manages civilian personnel actions, allocations, and utilization.
Patient Care Systems/Information Technology: Incumbent assists in the development and implementation of effective patient care systems to achieve practice compliance with DHA and MEDCOM policies, manuals and Operations Orders for the practice. Incumbent demonstrates a comprehensive understanding and applies knowledge of the types of information technology systems and applications used in a medical practice, including productivity applications, electronic communication, Electronic Health Records, and population management. Implement scheduling process in accordance with the MHS Commander's Guide to Access and MEDCOM policies to maximize provider availability and productivity. Manages daily operations of the practice, including emergencies, cancellations and no-shows. When applicable, collaborate with call center and front desk staff to ensure appropriate protocols and scripts are in place to support the practice. Ensure confidentiality and compliance with the Health Insurance Portability and Accountability Act (HIPAA). Expertise in MHS/Army referral management policies, procedures, and systems for Direct Care and Network referrals in order to enhance access to care standards and reduce network leakage. Monitor and implement strategies to achieve practice measures of performance and measures of effectiveness. Ensure effective implementation of communication systems (Army Medicine Secure Messaging System, telephone consultations) for patients to reach providers and support staff. Expertise with information technology systems and applications used in a medical practice, including productivity applications, electronic communication, Electronic Health Records, and population management. Establish and monitor business processes to ensure effective and efficient clinical operations, leading change with multi-disciplinary teams. Design and implement efficient workflow processes to maximize efficient use of resources, clinic throughput, and optimize access to care. Manage front office operations to maximize patient satisfaction, collection of payments, and customer service. Collect, act on, and respond to customer service recovery upon notification of a patient complaint.
Quality and Risk Management: Ensures the clinic maintains continual compliance with the Joint Commission (TJC) ambulatory care standards for accreditation and the Patient Centered Medical Home (PCMH) standards for certification to promote the consistent delivery of quality and safe health care. Is able to understand and interpret the results of customer survey instruments used by the Army (Army-Interactive Customer Evaluation), and the Military Health System (Joint Outpatient Experience Survey) to improve patient care. Monitors satisfaction scores and comments and uses results to initiate actions to improve practice operations. Understand risk management process components, including risk identification, risk analysis, loss control alternatives to manage potential risks, and monitoring risk control techniques. Establish practice level processes that support organizational policies on patient and staff safety, including blood-borne pathogens, emergency response, respiratory safety, fire safety, personal protective equipment, material safety data sheets and right-to-know for hazard communication materials. Ensures staff is properly trained in all aspects of risk and safety, including infection control, environmental hazards and medication errors. Incumbent designs and implements a process improvement plan to improve healthcare delivery and practice operations using standard quality management approaches and philosophies, such as Lean Six Sigma and change management. When assigned to a standalone facility, establish a disaster response and recovery plan.
Human Resources: Responsible for implementing and supporting clinical and administrative processes in order to ensure all necessary resources are available for medical home staff to meet performance standards. Incumbent manages the staffing of the practice based on established Table of Distribution and Allowances (TDA) and/or Modified Table of Organization and Equipment. Identify and analyze staffing requirements using the various manning documents. Develop and implement an effective personnel management program that includes recruitment, comprehensive on-boarding for new employees, skill competency assessment (CAF folders), cross-training, professional license certification, and retention of both clinical and nonclinical staff. Incumbent reconciles any staffing requirements discrepancies with the manpower office. As needed, incumbent participates in interviews, selection, and on-boarding of employees. Incumbent advises the practice leadership team on such civilian personnel matters as promotions, performance evaluations, awards, disciplinary actions, and employee grievances. Incumbent identifies and arranges training needs for employees. Comprehensively understands and employs the civilian performance management programs, as necessary. Develops and monitors an effective staffing strategy consistent with the PCMH model to include the mitigation of acute and predictable clinical staffing shortfalls. Provide systems, processes, and structure for administrative and clinical training for clinical and nonclinical staff. Establish systems and processes for awareness, education, and compliance with employment laws and regulatory standards. Provide personal commitment to enhance knowledge, skills, and abilities in healthcare administration.
Supervisory Duties: Provides first level supervision to practice administrative staff. Approves, rejects, or recommends action on such matters as promotions, selections, awards, and disciplinary actions, and investigates and/or hears employee grievances or serious complaints and implements or recommends appropriate action. Incumbent is directly involved in the management of, and recommending of various career-development/professional enrichment programs for employees. Monitors and validates input for standard Army and DoD time and attendance systems. Assigns work to subordinates based on priorities, difficulty of assignments, and the capabilities of employees. Develops performance plans, evaluates work performance of subordinates, and provides recommended ratings of record. Makes or approves selections for subordinate administrative positions.
PERFORMS OTHER DUTIES AS ASSIGNED.
Qualifications
Basic Requirements:
US Citizenship required
A qualified typist is required.
May be required to work overtime, weekends, holidays and evenings.
This position may be a weather or mission essential position.
This position may be required to rotate shifts if shortage in other areas of hospital operations.
Position may require BLS license/certification.
Position may have a mandatory vaccination requirement.
Lifting up to 25lbs.
Physical exam is required.
