RECORDS SPECIALIST - 64066959

Requisition No: 837033 

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64066959

 Pay Plan: Career Service

Position Number: 64066959 

Salary:  $37,530.22 (Includes CAD of $1,268.80) 

Posting Closing Date: 10/30/2024 

Total Compensation Estimator Tool

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 that functions independently with little direct supervision but in consultation with team members at the Center. This position will be cross trained to work in all clinics as needed. Work is performed under the supervision of the Senior Community Health Nursing Supervisor. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position supports the department and/or organization and works with others in an effort to accomplish the goals of the unit, department and/or organization. Promotes the department as a positive, caring community organization through courteous behavior toward all clients and co-workers. This position makes a reasonable effort to adhere to established safety procedures and practices in the work area. 

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information Security Policy, Protocols, and Procedures. Confidential Information Sets: Clinical Information Data. Utilizes Health Management System (HMS), Change Health Care (CHC), HealthCare District (HCD), and other HIV databases. Electronic Health Records (E.H.R.) to review progress notes and clinical visits, lab results and referral information. 

Obtain authorization from Health Maintenance Organization (HMO's) or navigating the specific HMO's requirements. Must document patient referral status in the E.H.R. Ensures reports come back to clinic for the provider to review and provides feedback to nurses and providers on patient referral status, interacting daily with internal nursing, medical, ancillary staff, external agencies and medical facilities. 

Completes referrals for Ryan White, and Project Access according to the written procedures. Schedules and arranges appointments for client referral visits upon approval of eligibility guideline to outside providers, radiologists and hospitals and follow-up as needed. Assist patient with accurate preparation instructions for procedures done at hospitals. Photocopy and fax correct patient special report and labs to outside hospitals and providers in accordance with the Health Insurance Portability and Accountability Act (HIPPA) guidelines. 

Works collaboratively with nursing and on-site case manager. Advise nursing supervisor of any barriers to completing the referrals. Completes urgent referrals according to guidelines. Communicates efficiently and effectively with outside providers, hospitals and agencies. Accurately documents referral tracking log indicating approved/denied client cases and other relevant comments, and documents actions in the E.H.R. 

Responsible to obtain accurate demographic and financial information from multi-cultural clients. Verify eligibility for services prior to initiating the referral and establish eligibility for Ryan White specialty referrals and process through the FL ACCESS program. 

Check eligibility, benefits and Primary Care Physician (PCP) assignments, member summaries, submission/retrieval of required pre-authorization and management, locate up to date specialty providers, check Current Procedural Terminology (CPT) and IDC 9/1 O codes; communicate with patient care coordinators through secure email. 

Answers incoming telephone calls, courteously and transfers to appropriate person and/or department. Directs and responds to general public inquiries regarding services provided. Tracks clients lost to care and follow up by stamping charts with missed appointments and sending out letters. Calls patients to remind them of clinic appointments. Participates in scheduled inter­departmental meetings, staff meetings, and clinic team Quality Assurance and/or other in-service training as assigned. 

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of ICD-9/10 and CPT coding.  Proficient in the operation of computers.
• Knowledge of administrative principles and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of problem-solving techniques. 
• Ability to make decisions in a timely manner.
• Ability to direct the organization and maintenance of records.
• Ability to design and present training programs relating to the principles and techniques of records management.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to determine work priorities, assign work, and ensure proper completion of work assignments.
• Ability to communicate effectively.

Qualifications:

• 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.
• Valid Driver’s License.

Working hours: (A) Daily from 8:00 AM to 5:00 PM (B) Total hours in workweek 40 (C) Explain any variation in work (split shift, rotation, etc.)

• This position must 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. 

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:

225 S Congress Avenue, Delray Beach, FL 33445

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.

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.