HEALTH INFORMATION SPECIALIST - 64058746

Requisition No: 839281 

Agency: Department of Health

Working Title: HEALTH INFORMATION SPECIALIST - 64058746

 Pay Plan: Career Service

Position Number: 64058746 

Salary:  $33,760.00 - $35,448.00 

Posting Closing Date: 10/24/2024 

Total Compensation Estimator Tool

OPEN COMPETITIVE

Your Specific Responsibilities:

The is a highly responsible position within the records management department requiring independent decision making while protecting the integrity of the assigned records.  This position shall maintain effective communication with all department personnel, providers, internal and external customers.  Requires processing information accurately and timely. This is a three-part position offering coverage in Client Services and Vital Statistics as needed. Client Services coverage will consist of processing eligibility paperwork, researching insurance coverage, front-end clinic coverage including but not limited to scheduling client appointments, processing check-ins, and covering phones. Vital Statistics coverage will consist of processing birth and death certificates, collecting and posting of payments, bank runs, end of day department processing of safety paper usage and more.  Providing customer service is a major component of each department.  This position reports directly to the Records Management Analyst-SES.

MEDICAL RECORDS:

Establish, review and update electronic health record for the preparation and flow of clients for clinic appointments and staff requests.  Research records and follow-up on requests for records from outside providers and direct requests from patients.  Scan/review all documents created for new and established clients.  Reviews request to determine HIPAA compliance. Prepares the requested records to include invoices in response to requests for release of medical records. Ensures that certified mail is used for all correspondence containing protected health information. 

Responds to telephone and face-to-face inquiries in reference to correspondence that is processed.  Completes the Individual Correspondence Log in the electronic health record.  Scans records received from outside providers, and other sources as necessary to the electronic health record. Keeps supervisor abreast of any requests of significant information coming in or leaving the records department. Opens and reviews incoming mail and responds within the allotted time frame.  Ensures all subpoenas have been forwarded to FDOH legal counsel for review.  Processes the subpoena based on advice of legal counsel.  Logs subpoena progress on designated log. Retrieval of medical records from offsite storage for clients returning for services or other needs for the chart. Performs other related duties as required including records maintenance of other programs within the health department.

Manage and maintain records located on and off-site. Oversee the storage and destruction of all records. Maintain appropriate logs and gain authorization as required. Participate on the RMLO calls and any additional trainings related to Medical Records.  Update and maintain desk manuals for department in conjunction with supervisor.

CLIENT SERVICES

Provide coverage in department as needed.  Process eligibility paperwork, research insurance coverages, update HMS with accurate demographics and financial information, cover the registration check-in window.  Cover front-end clinic duties including but not limited to chart prep, scheduling/changing appointments, answering phones and handling appropriately, ensure documents are signed and uploaded as required.

VITAL STATISTICS

Provide coverage in department as needed. Maintains current knowledge of State Vital Statistics Laws and Rules. Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information, both confidential and public record, which is stored in hard copy or electronic formats.  Serves as a deputy registrar for Marion County Vital Statistics – reviewing and issuing birth and death records from E-Vitals as instructed by the Bureau of Vital Statistics to clients, accounting for daily certificate usage, and reconciling cash drawer.  Provides face to face customer service on a daily basis, also answers telephone, routes calls and takes messages as necessary.  Performs VitalChek requests.  Assists with inventory and audits.  Assures policy and procedures are followed. Provides backup support to the Chief Deputy Registrar (CDR) as needed.  Performs courier duties for administrative services, including bank deposits.

Performs other duties as assigned.

During an emergency, the incumbent is responsible for monitoring and assisting the evacuation of employees and clients in assigned areas listed in the Emergency Code Procedure Manual Evacuation Procedure Standard Operating Procedure.  This includes directing co-workers and customers, checking rooms and assuring doors are closed as they exit.

Required Knowledge, Skills, and Abilities:

• Ability to use electronic health record system, copy machine, fax machine and knowledge of computer software, Outlook.
• Knowledge of administrative and clerical procedures, managing files and records, answering telephone calls, filing PHI documents, or maintaining office supplies or equipment.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Ability to communicate effectively orally and in writing, knowledge of correct spelling, punctuation and grammar.
• Ability to work without close supervision.
• Knowledge of safe working procedures related to work performed.
• Ability to lift 25lb., climb stairs, bends at the waist and reach above the head. Must be able to remain in stationary position 50% of the time.
• Must be able to work a multi-line switchboard.
• Knowledge of basic arithmetic.
• Ability to review data for accuracy and completeness.

Qualifications:

Minimum - 

Two Years experience working with medical records or confidential records.

One year experience in customer service. 

Able to lift 25lbs., climb stairs, bend at the waist and reach above the head.

Preferred - 

Bilingual

Experience using a multi-line switchboard

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:

Marion County Health Department

1801 SE 32nd Ave Ocala Florida 34471

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.

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.

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.