OPERATIONS & MGMT CONSULTANT I - SES - 64001980 1

Requisition No: 844548 

Agency: Department of Health

Working Title: OPERATIONS & MGMT CONSULTANT I - SES - 64001980 1

Position Number: 64001980 

Salary:  $38,500 -$40,780 annually 

Posting Closing Date: 01/23/2025 

**INTERNAL AGENCY POSTING ONLY**

Thank you for your interest in career opportunities with the Florida Department of Health in Polk County.  If you are looking to establish a successful career in Public Health, you have come to the right place.  Many of our innovative and successful health programs are recognized throughout Florida.  We hope you decide to join our team!  Applicants will be contacted directly if selected for an interview.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.  

Your Specific Responsibilities:

Responsible for the supervision of staff Including appraisals, planning and directing their work, approving leave, having the authority for hiring, and taking disciplinary action or effectively recommending such actions.

The Operations and Management Consultant 1- (hereafter referred to as Supervisor) is a highly responsible position serving as the overall Supervisor for assigned Dental Services serving as the ‘resident expert’ regarding all clerical and clinical processes.  This position is designated as an SES Supervisory position, serves as part of the Dental leadership team, and represents the Dental Division as needed, on Department- wide committees.

He/she functions under the supervision and guidance of the Dental Manager-Dental Division and works closely to develop and implement the annual plan in coordination with the Dental Leadership Team.  He or she directly oversees the assigned Clerical and assigned Clinical Operations to achieve desired goals.

He/she directly supervises clerical staff and within the Dental Division. He/she has the authority to hire, transfer, suspend, layoff, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action, with approval of the Division Administrator.

The position requires strong communication and organizational skills, knowledge of and the ability to appropriately apply DOH policies and procedures to all clerical and dental operations. He or she must work both independently, and part of a team handling multiple priorities, and manage their time effectively.  The employee will spend the majority of his/her time communicating with, motivating, training, planning and directing the work of assigned employees while assuring services operate in an effective and efficient manner.

The individual primarily oversees all clerical staff work activity at 4 sites (Auburndale/Bartow, Haines City and Lakeland) with the primary headquarters located in Lakeland.

Additionally, he or she has financial oversight for all assigned services as well as the responsibility for continually monitoring scheduling, throughput, and expenses in order to achieve productivity goals.   Maintaining par levels, supplies and equipment maintenance/ordering within budget guidelines often physically approving and inputting orders for supplies.

The position is assigned a ‘home’ work location with travel throughout the county as required. The position requires reliable transportation and ability to work variable hours often outside of the typical workday.  The individual carries an agency issued iPhone or “smart” phone and must be available to handle emergencies, staffing, and respond to email as needed outside of regular working hours.

The individual serves as an active participant of the Dental leadership team.

Supervisory Duties

• Maintain status as an expert in Dental Practice Management and all related clinical and clerical practices, continually increasing knowledge about laws and about ‘best practices.
• Manage assigned clinics so that they remain productive and financially solvent with high quality services.
• Initiate quality improvement in achieving customer satisfaction and quality care and actively participate in the development and implementation of department – wide policies and practices.
• Assist to develop and assure the thorough orientation of new staff and in-service for all staff as appropriate

• Provide oversight for daily operations (including but not limited to, eligibility electronic health records, scheduling, overbooks, patient flow, cleaning, teamwork, staff and customer satisfaction) of assigned clinic location(s) and others, as required, and the supervision of the related clinical and clerical staff. 
• Hire, select, train staff, develop performance plans, conduct performance appraisals, plan & direct work assignments, approve leave, reward and take disciplinary action – as appropriate. 
• Responsible for review, correction and timely approval of staff timesheets and EARS.
• Ensure that assigned services function effectively and efficiently. 
• Ensure service coverage at all times of assigned positions within the Dental Division. 
• Prioritize, assign and arrange the workloads of the clerical staff and dental assistants at the assigned dental clinic(s) and call center to maintain an effective and efficient operation
• Serve as the daily clinical flow monitor for throughput, adjusting schedules or assignments as needed.
• Assure timely and proactive compliance with all DOH policies, grant/project requirements, and Dental Program Protocols
• Facilitate achievement of Dental goals and production expectations for the assigned clinic as well the overall Dental program
• Work along with, coach, and encourage staff to complete all assigned tasks meeting productivity goals, and DOH and Dental standards of care.
• Oversee clinic operations to continually evaluate process flow, clinical care, clerical processes, and environmental issues to keep clinics in a state of positive readiness and meet standards.

Communication and Community Relations

• Communicate and coordinate on a regular basis with fellow Dental Manager, Supervisors, administrator, dental hygienists, and dentists.

• Hold staff meeting for assigned staff at least monthly with outline of minutes submitted to Dental Administration.
• Assure staff attends meetings and trainings as scheduled.
• Encourage positive attitudes and good relationships among staff members and with customers
• Provides ongoing feedback to staff 1: 1 and communicates annual performance expectations, evaluates employees’ performance and motivates them to provide and improve the quality and quantity of work performed through communication on a regular basis both individually and through staff meetings. 
• Present a positive and professional department and self-image at all times. 
• Communicate promptly via email or verbal all plans, changes and needs for clinic services
• Assures Clinic staff and physical plant presents a professional presence and demeanor when in the community.

Clerical, Clinical, and Financial Management

• Oversee front desk operational procedures and internal controls as necessary.
• Assure compliance for EHR and records security and support staff in the use of HMS and Eaglesoft, problem solving as needed.
• Monitor schedules and templates monitoring clinic flow and scheduling.
• Block and allowing overbooks as appropriate.
• Assures that all patient information is input into the electronic records promptly and thoroughly.
• Prepares, monitors, and submits timely reports on clinic activities as required or requested
• Assures that front desk operation follows all guidelines on eligibility, reminder calls, MMA contracts, no show follow-up, and record keeping while meeting Safety, Security and HIPPA guidelines.
• Assures timely documentation, billing and adherence with all financial internal controls at assigned clinics.  
• Monitors suspended reports and denials and promptly responds to requests for assistance with billing denials or errors.
• Monitors levels of supplies, purchases, and repairs, and expenditures against the budget for the assigned clinic.
• Monitors authorizations for services and referrals to outside resources to assure completion.
• Provides input into annual capital and expense budget.
• Monitors budget to assure expenditures and revenue align with budget in assigned clinics.
• Assures timely documentation, billing and adherence to all financial internal controls at assigned clinics. 
• Ensures records are closed using proper agency codes.
• Oversees the maintenance of all filing and logs related to Medical Records and assures timely achieving as needed.
• Monitor clinical documents for accuracy and timeliness

Quality Assurance

• Track all identified complaints, customer service reports, and incidents/occurrences and records for each service location.
• Follow-up in a timely fashion competing all reports, analysis, training, etc.
• Assure that all EARS and timesheets are correctly coded, reviewed, and submitted within defined timelines.
• Develop and monitor, with other Operations Supervisors/dentists, par levels for clinic supplies, gasses, medications, and equipment and assures that appropriate, working equipment is available for dentists use.
• Monitor clinical documentation for accuracy and timeliness.
• Assure the standardization, ordering, and maintenance of inventory by clinic to stay within budget as well as no delinquent invoice notices or account freezing from vendors.
• Assure the standardization, ordering, and maintenance of cleaning for all assigned services.
• Oversee and audit the front desk staff to schedule efficiently, perform reminder calls, and reschedules in order to meet budgeted goals for each clinic encounters (clinical visits) per day during the evaluation period.
• Oversee and audit the clinical staff to document, code, and perform clinical care as directed.
• Monitor for adherence to Department policies on staffing, leave requests, dress code, etc.
• Monitor work for completion, accuracy, and compliance with overall Florida Department of Health and Dental Policies and provide prompt verbal and written feedback for improvements needed or excellent work.
• Maintain current job descriptions, SMART goals, required certifications, HR file, and performance standards of all staff and completes appraisals, payroll and EARS, in defined timelines and meets with employees regularly to ensure the established criteria is met.

Required Knowledge, Skills, and Abilities:

Knowledge of:

• Basic principles of business/clinic administration
• Principles and techniques of effective communication
• Methods and uses of data collection
• Computer use – Microsoft Office – Word, Excel, PowerPoint,
• Operations and Supervisor roles and responsibility, preferably in a Dental environment
• Knowledge of performance management and quality improvement techniques and procedures
• Basic human resource management principles and practices
• Knowledge of policies and practices involved in Dental Practice Management (preferred)

Skills in:

• Computer software use - Microsoft Office – Word, Excel, PowerPoint, HMS, EagleSoft (preferred)
• Public speaking and presentations
• Writing and developing written materials (e.g. correspondence, policies and procedures)
• Time management with multiple priorities
• Active listening, conflict resolution
• Collect, evaluate, and analyze data, preferably relating to Dental
• Critical thinking, decision making, and problem solving
• Work and coordinate the work of others to accomplish tasks
• Working as a team member and leader

Abilities to:

• Establish and maintain effective working relationships with others.
• Effectively recruit, interview, select, hire and train staff
• Organize work and data into a logical format meeting timeline
• Utilize problem-solving techniques to evaluate work against standards
• Evaluate systems and processes
• Work independently,
• Understand and apply rules, regulations, policies and procedures relating to clinical service functions,
• Prepare reports relating to clinic and clerical functions, plan, organize, and coordinate work assignments,
• Communicate timely and effectively across a variety of groups and subjects

Minimum Qualifications:

• High School Diploma
• Florida Driver’s License – Must possess a valid Florida Driver’s License

Emergency Duties: 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. 

Confidentiality: Incumbent may have access to records containing Social Security numbers in the performance of their job duties.

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:

Auburndale, FL

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.    

If there are any problems applying online, please call People First Staffing Administration: (877) 562-7287.

Service Center hours are Monday through Friday, 8:00 a.m. to 6:00 p.m., ET. TTY users, call (866) 221-0268.

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.