RECORDS SPECIALIST - 64001010

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Internal Agency Opportunity

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees).

Applicants will not be accepted from outside the department.

Specific Responsibilities:

This is a Records Specialist position working in a multi-cultural fast-pace environment under stressful conditions in the Lantana/Lake Worth Health Center. Work is performed under the supervision of an Administrative Assistant II- SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position will function as a "Floater" and will travel between health centers providing services as needed or as directed by the supervisor.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health - Palm Beach County Health Department (FDOH-CHD) Information Security, Policy, Protocols and Procedures. Confidential Data Sets: Clinical Information, Social Security, Human Resources Data. May view, update or release information. Incumbent will have access to Health Management System (HMS), Suntax, Agency for Workforce Innovation (AWi) and SIS. Utilizes HMS to view and update client demographic information. Utilizes AWI/Suntax to verify client's income for the purpose of determining eligibility for the FDOH Sliding Fee Scale.

Registration Clerk Duties:

Performs moderately complex registration utilizing the computer and printer. Interviews and determines financial responsibility for services. Obtains accurate demographic and financial information from multi-cultural clients. Responsible for explaining the eligibility process to clients and refers to appropriate public assistance agencies. Performs name changes according to the "Direct Client Services Manual".

Accurately registers and checks-in clients by completing all necessary screens in HMS, according to the "Direct Client Services Manual" as specified by FDOH-CHD Program of Health Access and Communicable Disease Control. Processes client's efficiently to assure a consistent flow of clients to the providers(s). As clients register for services, initiates the appropriate superbill and registration form. Initiates medical record on all new clients and witness's client's signature on permission care form and other mandatory documents. Reviews data for accuracy and completeness. Identifies clients that need to be processed for prepayment of services and effectively communicates the collection policy. Determine sliding fee scale and apply appropriately. Schedules, cancels and/or reschedules client's appointment appropriately.

Answers incoming telephone calls, courteously and transfers to appropriate person and/or department. Directs and responds to general public inquiries regarding services provided.

Cashier Duties:

Determines financial responsibility for services received at the Health Center. Performs basic arithmetical calculations to determine amount of pre-payable services as well as the amount due at collection and billing of services. Accurately process collection and billing of services according to agency policy including but not limited to, collecting payment of services, making change, issuing receipts, and adjusting fees; Registers clients.  Accurately inputs self-pay superbills and billing data. Responsible for reviewing data for accuracy and completeness.  Read and interpret insurance coverage and charge for non-covered services. Balances cash drawer and generates financial reports. View and update client billing and payment information.

Medical Record Duties:

Print labels, initiate, prepare, and maintain confidential medical records for new and current patients.  Pull reports according to the established routine.  File in alphabetical and numerical order.  File lab and consultation reports on record, photocopy, and fax correct patient special reports and lab to outside hospitals and providers in accordance with the Health Insurance Portability and Accountability (HIPPA) guidelines.  Delegated to assist with Information Custodian duties per FDOH-CHD Information Security Policy and Protocols and Procedures.  Assures charts and maintained in good condition and proper forms are placed in charts as needed.

Performed other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position: 

• Ability to establish and maintain effective working relationships, customer service skills
• Ability to communicate verbally in a courteous and effectively
• Ability to collect, and organize data into format for evaluation, decision-making and reporting
• Demonstrate ability and skill in proficiency of Word, Excel, Microsoft Outlook and PowerPoint
• Knowledge of Health Management System – Clinical Information System
• Knowledge of the principles and techniques of records management.
• Knowledge of problem-solving techniques. 
• Ability to make decisions in a timely manner.
• Ability to direct the organization and maintenance of records.

QUALIFICATIONS:

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): N/A

Other job-related requirements for this position: 

• 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 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.
• Required to pass the Registration Competency Test

Working hours: (A) Daily from 8:00am to 5:00pm (B) Total hours in workweek 40.0 (C) Explain any variation in work (split shift, rotation, etc.) This position may travel to provide services at another satellite Center, work Saturdays and or a weekly late evening clinic on a rotation basis at the discretion of Administration through the Health Access Office.  This is a full-time, in-office position.

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:

1250 Southwinds Drive, Lantana, FL 33462

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 www.myfrs.com);

• 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.

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.

VETERANS’ PREFERENCE.  Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans’ Preference will receive preference in employment for Career Service vacancies and are encouraged to apply.  Certain service members may be eligible to receive waivers for postsecondary educational requirements.  Candidates claiming Veterans’ Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code.  Veterans’ Preference documentation requirements are available by clicking here.  All documentation is due by the close of the vacancy announcement.