OPS MEDICAL DISABILITY CASE RECORD SPEC - 64801355

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DEPARTMENT OF HEALTH

DIVISION OF DISABILITY DETERMINATIONS

OPEN COMPETITIVE OPPORTUNITY

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TITLE:    OPS MEDICAL DISABILITY CASE RECORD SPECIALIST

POSITION LOCATION: JACKSONVILLE/ DUVAL COUNTY

POSITION #:    64801355

SALARY:    $18.40 Hourly

Your Specific Responsibilities:

The incumbent is responsible for the routine technical electronic records management activities relating to Social Security and Medically Needy disability claims. This includes receipt from the Social Security field offices and Department of Children and Families (Medically Needy cases), reviewing claims that are initialized through the automated claims process, initial review, pre-development, and assignment of disability claims.  This requires the ability to comprehend written and electronic documents including a basic knowledge of medical terminology and comprehension of regulatory policies; ability to make independent case processing decisions’ knowledge of the multiple case processing systems (i.e., Social Security Administration (SSA) system (Legacy system), PCOMM and eView); and  the skill  and ability to review and organize electronic documents.  The following outlines specific duties assigned.

Initiates, develops, and maintains the electronic record management activities involved with the Case Coding, Consultative Examination (CE), and/or Medical Evidence of Record (MER) processes.  All required information must be reviewed in the appropriate systems for completeness and accuracy and documented on the Electronic Worksheet (EWS) when appropriate.

Conducts the initial file review upon receipt of claim.  Reviews disability claim to determine completeness of file. Reviews medical disability and associated medical documents to determine if additional documentation needed, i.e., Medical Evidence Records (MER) all accounted for to support disability claim, initiates requests for MER (Case receipts, CE requests, claimant/MER source information) received from SSA offices/components/medical vendors or other Disability Determination Services (DDS) offices.  Reviews claim type(s) and paper folder indicators in eView and the previous case type and paper folder indicators in the Legacy system when necessary prior to receipting.  Inputs appropriate system flags for “special” claim type in Legacy system and notates such in the Case Inquiry comment line.  Obtains queries from the National DDS system database to verify on-line information as needed using the Legacy system prior to receipting.  Copies medical evidence from the electronic folder to create a paper file when necessary.

Inputs data, following special request procedures for designated MER vendor sources as required, to initiate the case receipt, case development, MER authorization and case closure processes, which will produce system-generated letters for MER vendor, claimant and other auxiliaries. Collates and prepares letters for mailing.  Responds and processes edits which may be generated from the system.

Inputs data, following special request procedures for designated CE vendor sources as required, to initiate the CE vendor selection, CE scheduling/rescheduling/cancellation/travel/CE authorization processes which will produce system generated letters for CE vendor, claimant and other auxiliaries.  Collates and prepares letters for mailing. Notifies PRO of CE vendor address changes.

Prepares claimant travel reimbursement packages and submits completed and signed invoice to DDD/Finance and Accounting office for payment.

Validates and manually index faxed MERs received from medical vendor/claimant and other sources.

Monitors CE authorizations in the fiscal queues, reviews note from DDD/Finance and Accounting office and/or adjudicator and updates information, as appropriate.  Faxes CE authorization to vendor for signature if missing (notate action performed on comment line).  Faxes signed CE authorization to the Legacy system for payment processing.

Assists adjudicators with outstanding CE/MER authorizations and updates exam/authorization status as needed.

Monitors and processes clerical follow-up requests and updates in the Legacy system.

Completes closure process on completed claims, including proper coding/electronic input into legacy system sending file to appropriate designation and ensures paper files appropriately routed.

Monitors system for errors generated by the automated closure process and conducts follow up.

Reviews and processes incoming correspondences relating to the disability claim files, answers telephone, queries the Legacy system, and routes calls to the appropriate staff.

Processes PPCS referrals and monitors the PPCS referral queues to ensure timely case processing.  Notifies appropriate staff of any delays.

Performs duties as a receptionist – greets visitors, maintains sign in/sign out log, receives packages and routes to appropriate destination.  Distributes printer and copier paper throughout facility.

Performs mail center duties to ensure incoming cases and correspondences are distributed to appropriate destination and outgoing cases and correspondences are ready for pickup.   Maintains inventory of mail room supplies.

Performs other duties as required. 

These duties will require access to Social Security  Administration computer systems, DOH email system, Intranet and Internet applications, and may require access to the State of Florida Financial Systems.

Required Knowledge, Skills, and Abilities:

Knowledge of and ability to operate general office automation equipment, i.e., personal computer, fax, copier, printer, scanner, etc.

Knowledge of the SSA computer system and ability to generate MER and CE, process electronic invoices, schedule CEs. Scan documents and load/input into electronic data bases. 

Ability to analyze and gather information through review of files and identify missing/needed documentation.

Ability to read and apply applicable regulatory policies, procedures, and guidelines.

Ability to communicate effectively in writing and verbally.

Basic knowledge of medical terminology.

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:

Jacksonville

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:

• 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 www.myfrs.com);

• Flexible Spending Accounts;
• 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.

Your conditional job offer and access to Social Security Administration’s (SSA’s) systems, data, information, and/or premises are contingent upon you passing the SSA suitability process.

*Note: This covers the preliminary screening (pre-screen) and the final background adjudication stage of the suitability process.

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.

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.    

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.