Prosthetic Representative (Service Chief)

The duties of the VA Texas Valley Coastal Bend Health Care System Supervisory Chief of Prosthetics are to administer, supervise, or perform work concerned with rendering Prosthetic and Sensory Aids Services (PSAS) to disabled patients. The Supervisory Chief of Prosthetics is responsible with providing services for Veterans in the assigned catchment area.

This Position functions as the Chief, Supervisory Prosthetic Representative in the Prosthetics & Sensory Aids Service. The incumbent performs work in direct support of clinical areas such as Primary Care, podiatry, PM&R, Surgical Services, Community Based Outpatient Clinics, hospital wards, nursing homes (VA , state and community) etc. The incumbent provides direct support in the provision of services, products, supplies, and/or equipment requiring a practical knowledge of applicable operations, products, procedures, programs, policies and regulations. The primary focus of this leadership role is to monitor and manage even distribution of the workload among the prosthetic staff, and to assist with the provision of training for this staff.

This work requires the application and interpretation of laws concerning benefits available to disabled patients and of the regulations, procedures and practices based thereon and, in addition, a specialized knowledge of the medical and psychological problems directly related to the use of prosthetic devices; and a specialized knowledge and understanding of the fabrication and satisfactory fitting of prosthetic devices.

The administrative aspects of the work require an understanding of statistics, budgeting, contracting, procurement, human resources, the National Prosthetic Patient Database, inventory management and a knowledge of the Prosthetic national software package.

A Prosthetic Representative must have analytical ability, social awareness, tact and diplomacy, and good communication skills. S/he must possess knowledge of established management principles, concepts and methodology to identify, analyze and resolve managerial and administrative issues or problems of a procedural or factual nature. The Representative must be able to anticipate the need for action. S/he must also possess the ability to deal effectively with individuals and groups and to adjust to difficult or stressful situations.

Listed below are the tasks for the Supervisory Prosthetic Representative, GS-13

• Development of local organizational policies and procedures consistent with national policies and procedures
• Authorize/Approve purchase orders
• Acts as an intermediary between the Prosthetics Purchasing Agents and the local clinicians and vendors to procure the appropriate supplies, equipment or device for the Veteran
• Development of Statements of Work (SOW) for service contracts
• Monitor contracts for compliance to statement of work
• Planning, development and preparation of annual budget estimates
• Analyzing costs to develop cost containment initiative
• Receive, analyze and process requests for prosthetic equipment and services
• Identify and select national CMS/ Health Care Procedural Coding System (HCPCS) codes are entered for every item purchased through and/or billed to ensure proper reporting.
• Establishing long and short term program goals
• Responds to a variety of correspondence i.e. Veterans, Congressmen, contractors, Home Oxygen program
• Chairperson in local facility committees, workgroups, teams
• Assess and provide technical guidance concerning equipment and benefits to beneficiaries and other health care workers
• Adjusts work load; recommends new performance measures; measures effectiveness against existing performance measures, review of workload and study workload/forecasting for future program growth.
• Implementation of new National and Local guidelines/policies/directives
• Developing tools that allow monitoring of a quality assurance program
• Analyze, review and evaluate the results of various monitors and databases
• Confers with contractors and other health care workers
• Inform Veterans and family on different appliances and services available
• Analyze costs to develop cost containment initiatives
• Coordinates specialty programs which include Clothing Allowance, Home O2, AAE, and HISA, Wheelchair, Amputee, Major Medical Committee (MMEC), Prevent Amputation for Veterans Everywhere (PAVE), etc., by scheduling Veterans and providing necessary documentation as applicable
• Direct supervision of PSAS staff.
• Ensures adherence to personnel management rules, regulations, and procedures and develops functional statements, performance standards and competencies for staff
• Evaluate and assess performance of supervised staff.
• Determine eligibility
• Review medical and administrative files of Veterans
• Interview Veterans and inspect prosthetic equipment /appliances
• Authorize benefit payment and reimbursement
• Conduct home and vendor visits
• Inspect and recommend approval of contractor prosthetic shops

Duties are continued in the Education Section.

Work Schedule: Monday - Friday, 8 AM - 4:30 PM
Telework: Ad-Hoc Telework is available.
Virtual: This is not a virtual position.
Functional Statement #: 000000
Relocation/Recruitment Incentives: Not Authorized
Permanent Change of Station (PCS): Not Authorized
Financial Disclosure: Required

Basic Requirements:

• United States Citizenship: Non-citizens may only be appointed when it is not possible to recruit qualified citizens in accordance with VA Policy.
• English Language Proficiency: Must be proficient in written and spoken English

May qualify based on being covered by the Grandfathering Provision as described in the VA Qualification Standard for this occupation (only applicable to current VHA employees who are in this occupation and meet the criteria).

Creditable Experience. To be creditable, the experience must have demonstrated the use of knowledge, skills, and abilities associated with Prosthetic Representative responsibilities. The experience is only creditable if documented in the application and verifiable through employment references and/or other means. Examples of qualifying experience include experience in a health care setting, and familiarity with home medical equipment, rehabilitation, home oxygen, visual or hearing impairment, assistive technology, orthotics, or prosthetics.

BASIC QUALIFICATION REQUIREMENTS

Experience. One year of creditable experience that demonstrates: Knowledge of basic anatomy and medical terminology; knowledge of accounting methods; ability to research, analyze, comprehend, and apply decisions; basic knowledge of inventory management procedures; ability to use computer software packages for word processing, spreadsheet development, and database management; and ability to work independently and as a member of a team;

or

Education. A bachelor's degree from an accredited educational institution AND at least 24 semester hours in course work related to health care, public administration, or business. The 24 semester hours could include but is not limited to any combination from the following fields: occupational therapy, physical therapy, kinesiotherapy, social work, psychology, prosthetics, orthotics, respiratory therapy, assistive technology, business law, leadership, healthcare, public administration, or business management. This course work may have been completed within the degree or in addition to the degree; (Must submit transcript with application)

or

Experience/Education Combination. Equivalent combinations of experience and education are qualifying. (Must submit transcript with application)


Grade Determinations:

GS-13 Prosthetic Representative (Service Chief): In addition to the basic requirements, must have one year of experience equivalent to the GS-12 level.

Assignments at the GS-12 level are as follows:

• GS-12 Prosthetic Representative (Supervisor): The supervisor is responsible for the supervision, administrative management, and direction of assigned PSAS staff. The supervisor is delegated full administrative and professional responsibility for planning and directing the staff activities for the section or equivalent work unit. Program areas of responsibility include, but are not limited to, procurement; PSAS clinical services, customer service/reception, inventory management associated with medical, rehabilitative, and durable medical equipment devices, home durable medical equipment deliver/set-up/installation. visual or hearing devices, assistive technology, orthotics/prosthetics, PSAS contract development, management and oversight of contract programs, such as home oxygen, durable medical equipment, orthotics/prosthetics, and eyeglasses, and benefit programs, such as home and structural alterations, automobile adaptive equipment, clothing allowance. They serve as contract officer representative for PSAS contracts and chair facility committees and administer benefit programs. The Supervisor provides education and training to Veterans, caregivers, VA clinical teams and PSAS staff. The Supervisor assures compliance with accrediting agency and regulatory requirements; establishes and monitors performance and quality metrics; reviews and modifies work processes to achieve optimal efficiency and effectiveness; ensures customer satisfaction; and takes corrective actions as needed. He/She develops policies and procedures; manages document control; develops performance standards, position descriptions and functional statements; and is responsible for professional and administrative management of an assigned area to include budget execution. Approves and disapproves employee leave requests; monitors time and attendance; and ensures that all requests for hiring, promotions, awards and disciplinary actions are justified and carried out according to appropriate VA Human Resources policies and procedures. The supervisor maintains interdepartmental relations with other services to accomplish medical center goals.
• GS-12 Prosthetic Representative (Assistant Chief): Assistant Chief positions are normally located at larger facilities that provide specialty services to smaller facilities and report to a PSAS Service Chief. Assignment as an Assistant Chief is restricted to those serving as a full Assistant to the Chief. Assistant Chiefs share with the Chief full responsibility for managing and supervising all phases of prosthetic operations. This person functions as the Chief of the service in the Chief's absence. They develop and maintain a system of internal reviews that ensure service programs operate in compliance with regulatory and accrediting organizations. They contribute to the effective utilization of resources, budgetary allocation and fiscal management. He/She makes selections; assigns personnel; and provides direction to subordinate staff. They manage the training and evaluation of staff and develop local organizational policies and procedures. Serves as liaison between Prosthetic Service and other departments. Typically, there are no subordinate supervisory prosthetic representatives at the facility level.
• Prosthetic Representative (Service Chief): At this level, the Service Chief has full responsibility for managing and supervising all aspects of prosthetic operations and is the highest level professional position, at the facility, with responsibility for the professional practice of facility prosthetic and sensory aid service staff. Assignments may include managing programs at more than one facility. The Service Chief has full management and supervisory responsibility for program management, education, human resource management and supervision, and organizational stewardship for the prosthetic program. They are responsible for all supervisory functions including recruitment and hiring. He/She approves and disapproves employee leave requests; monitors time and attendance; and ensures that all requests for hiring, promotions, awards and disciplinary actions are justified and carried out according to appropriate VA Human Resources policies and procedures. Typically, there are no subordinate supervisory prosthetic representatives at the facility level.

Reference: For more information on this qualification standard, please visit https://www.va.gov/ohrm/QualificationStandards/.

The actual grade at which an applicant may be selected for this vacancy is GS-13.

Physical Requirements: Physical aspects associated with work required of this assignment are typical for the occupation and would generally not require a pre-placement examination.

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: http://ope.ed.gov/accreditation/. 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: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

NOTE: If your school has changed names, or is no longer in existence, you must provide this information in your application.

NOTE: If your school was accredited by a body recognized by the U.S. Department of Education at the time of graduation but is no longer listed on the U.S. Department of Education website DAPIP | Homepage (ed.gov), you must provide documentation of accreditation with your application packet.

Duties Continued:

• Implement JC standards of care
• Coordinate specialty clinics which include wheelchair, amputee, Major Medical Equipment Committee, Preventive Amputee Care Team (PACT), etc
• Participate in team discussions
• Serves as technical advisor and subject matter expert
• Insure clinic decisions are implemented
• Management and maintainance of inventory
• Issues inventory and refers the Veteran to proper clinical area for evaluation
• Monitors spending against established spending plans
• Sets guidelines and procedures to assure safe work environment and use of safety equipment
• Keep abreast with current issues in the health care industry and technological advancements
• Administer Veterans appeal process
• Management of time and leave programs
• Provides employee training
• Responsible for the proper application of laws, rules and regulations
• Communicate and respond orally or in writing with management and/or stakeholders
• Development of proposals, business plans, and action plans and assist in the management of resources, i.e., space, equipment, supplies, and personnel
• Prepares and presents lectures to VA and/or non-VA functions
• Resolve conflicts
• Cardholders/Approving Officials and A/OPCs are required to have purchase card duties incorporated as a component of their performance plans (A/OPCs already have this due to their position descriptions in VHA)
• Responsible for all prosthetic orders that are derived from their Facility/Facilities.
• Represents the department in public relations activities i.e. lectures, town halls, and in-services
• Administers personnel management rules, regulations, procedures
• Plans, schedules, reviews work including projecting and forecasting
• Responsible for effective utilization of all resources
• Develop functional statements, performance standards, and competencies
• Counsels employees and initiates disciplinary action
• Interviews and selects candidates
• Recommends promotions, special advancements for performance, special advancements for achievement and conducts performance appraisal evaluations
• Manages resources i.e. space, equipment, supplies, personnel
• Oversees the operation of the Prosthetic, Orthotic, Optical laboratories including restorations
• Understands the unique characteristics of sites for which responsible
• Participates at national initiatives, intra-agency workgroups and/or committees
• Assists in drafting/recommending national policies or directives

• You must be a U.S. Citizen to apply for this job.
• Selective Service Registration is required for males born after 12/31/1959.
• Must be proficient in written and spoken English.
• 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 (https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents). 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).
• Complete all application requirements detailed in the "Required Documents" section of this announcement.

As a condition of employment for accepting this position, you will be required to serve a 1 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 trial period, your employment will be terminated unless you receive certification, in writing, that your continued employment advances the public interest.