OFFICE OPERATIONS MANAGER II - SES - 64001837

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INTERNAL AGENCY OPPORTUNITY

Applicants accepted only from Florida Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

This is a supervisory Medical Records position for the Florida Department of Health, Collier County, Immokalee satellite office. The incumbent plans, supervises, and coordinates Health Information Management (HIM) and front-desk operations to ensure accurate, secure and efficient medical records, billing support and client services are in compliance with DOH and HIPAA requirements. This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets. Contributes to the organization’s culture of performance excellence by actively seeking to improve personal and organizational performance through measurement, analysis, knowledge management, and processes improvements and participation in performance management committees, councils, and/or workgroups. Continuously demonstrates the Department’s ICARE values.  This position reports directly to the Assistant County Health Department Director. This position ensures HIM operations support the Immokalee’s site clinical operation services, billing accuracy, regulatory compliance and the agency’s public health mission.

Supervision, Front Desk and Client Services

• Supervise, coach, mentor and evaluate front-desk staff; recruit, hire and discipline as needed.
• Conduct regular staff meetings, set work schedules, and ensure adequate coverage during absences and high-volume periods.
• Promote a unified “One Health Department” culture across Immokalee and Naples sites.
• Oversee front desk operations to ensure professional, courteous and efficient client services.
• Coordinate scheduling and staffing to maintain continuous high-quality reception services.
• Generates and analyzes monthly HMS (Health Management System) reports to perform quality assurance reviews.

Health Information and Medical Records Oversite

• Serve as HIM custodian for Immokalee site; ensure accurate maintenance of physical and electronic records.
• Develop, document, and standardize HIM workflows and Internal Operating Procedures for records and front-desk functions; perform annual reviews.
• Ensure confidentiality and legal release of records in accordance with DOH rules and HIPAA.
• Respond to subpoenas, track all releases and legal correspondence and manage access controls.
• Oversee billing data entry, insurance verification, prior authorizations for Medicaid Managed Care, FMMIS eligibility checks and HMS services.
• Monitor claims processing, conducts audits, and coordinate with the billing hub to resolve discrepancies.
• Generate and analyze monthly HMS reports for QA; Identify trends and implement corrective training.
• Develop performance metrics, lead QI projects and integrate data-driven improvements into daily operations.
• Develops Internal Operating Procedure (IOP) for medical records and performs annual reviews.
• Monitors and evaluates billing hub performance metrics to ensure accuracy, timeliness, and compliance with standards.
• Collaborates to develop and implement strategies that improve operational efficiency and service delivery.

General Services

• Responsible for opening, closing and securing building.
• Oversee mail logging and distribution; review mail IOP annually.
• Coordinate vehicle mileage tracking, maintenance and monthly reconciliation with Accounts Payable.
• Scan and forward Stericycle receipts to Accounts Payable and manage copy machine supplies and maintenance
• Submit facilities work order requests including updates to safe combinations and door codes.
• Assists with key reconciliation.
• Maintain a clean, organized and welcoming lobby; perform routine walk-throughs.
• Assist General Services Specialist with custodial performance oversite and inspections.
• Assist Safety officer with safety and security site issues.

Other Duties

• Perform additional tasks as assigned to support clinic operations and agency priorities.
• Attends divisional staff meetings, billing hub performance meetings and performance management council meetings.
• Other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Medical records procedures and standards
• HIPAA and privacy rules
• automated HIM systems and basic medical billing
• Statutes related to records and confidentiality
• Quality improvement methods
• HMS functionality
• Procedure writing
• MS Word, Outlook, Excel, PowerPoint
• Data collection and analysis
• Performance metric development
• Training design and delivery
• Strong written and verbal communication
• Emotional intelligence and change management
• Fostering a healthy work environment
• Work independently
• Manage a medical records operation
• Plan and coordinate assignments
• Mentor and supervise staff
• Develop measurable goals and timelines
• Monitor program finances and procure supplies
• Enforce legal and ethical compliance
• Engage staff in continuous improvement

Qualifications:

Minimum: 

Currently employed for the Flroida Department of Health.

Valid Driver’s license and reliable transportation. 

Incumbent will have access to records containing social security numbers in the performance of job duties in accordance with DOHP-50-19-15.

Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency.  Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural.

Preferred: 

Four or more years of experience in medical records/health information. 

Experience using Health Management System (HMS).

Experience with information security and privacy compliance. 

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

Where You Will Work:

Immokalee, Florida

The Benefits of Working for the State of Florida:

Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits including:

• Annual and Sick Leave benefits;
• Nine paid holidays and one Personal Holiday each year;
• State Group Insurance coverage options, including health, life, dental, vision, and other supplemental insurance options;
• Retirement plan options, including employer contributions

(For more information, please click A);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process.  

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System (SSS) before their 26th birthday, or have a Letter of Registration Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 

If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida.  Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. 

The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system.  E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility.   

Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.

All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.  

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. 

Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-877-562-7287). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. 

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act. 

Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women.  The Florida Department of Health (department) is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise.  Through the Department's VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.