HEALTH INFORMATION SPECIALIST - 60006214

Requisition No: 855083 

Agency: Children and Families

Working Title: HEALTH INFORMATION SPECIALIST - 60006214

 Pay Plan: Career Service

Position Number: 60006214 

Salary:  $33,760.00-$56,956.48 Annually 

Posting Closing Date: 06/24/2025 

Total Compensation Estimator Tool

The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.

North Florida Evaluation and Treatment Center (NFETC) is a 216 bed, all male, forensic, mental health rehabilitation facility. The Center is located in northeast Gainesville, Florida on 639 picturesque acres with regular sightings of deer, turkey and other wildlife. NFETC employs a variety of entry level to leadership positions including food service, maintenance, direct care, nurses, counselors, rehab therapists, medical doctors, security, psychiatrists, and psychologists.

NORTH FLORIDA EVALUATION AND TREATMENT FACILITY IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

THIS IS AN ANTICIPATED VACANCY.

This is a highly responsible and professional position that will serve as a Health Information Specialist. This position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented. 

Specific Duties and Responsibilities include:

• Provide necessary training and orientation to new employees and manage day to day functioning of department.  Keep direct supervisor apprised of any problems that may arise in department.  Assist in assumption of operational oversight responsibilities for all workers assigned to the Medical Records department, to include those on a restricted duty assignment.  Act as a chief point of contact for Medical Records department for all other departments at NFETC, promoting accurate and timely communication Center-wide.  Assist in establishing and maintaining a collaborative relationship with Central Admissions as well as continuity of care staff at the other state mental health treatment facilities.
• Assist in the shared Management of the electronic processing of clinical summaries including data entry, report generation, distribution, database maintenance and filing, including e-filing as necessary.  Track all summaries and provide reminders to Recovery Teams prior to due date.  Ensure clinical summaries are processed in a timely manner, receive appropriate review and signatures from clinical and legal, and ensure they are expeditiously faxed/e-filed/mailed/emailed (as required) to committing court.  Represent Medical Records department team in any workgroups associated with the revision of the summary process.  Track, Forms review, maintenance of Medical charts and maintainance of orders for continued commitment.
• Request, process and manage resident medical record information from DCF and external agencies according to legal and agency guidelines.  Confirm completeness of requested documents and monitor timeliness of receipt.  Notify staff electronically and distribute records when received.  Prepare and photocopy resident medical records for mailing/faxing/efiling  to requestors; file original requests in medical record; monitor and follow-up to ensure receipt; and consult with Institutional Counsel routinely and as necessary.  Electronically input records request/receipt information; generate reports for monitoring and pursue additional records as needed.  Review and maintain relevant operating procedures.  Has working knowledge of ICD-9-CM / ICD-10-CM and CPT diagnostic codes and billing procedures.
• Establish and maintain medical record files for each admission, including filing legal, medical, treatment and correspondence information received/generated into the record and possibly with the Court.  Adhere to records retention and disposal protocols set forth in CFOP 15-4. Provide Medical Records oversight for the record purge process as well as the Health Insurance Portability and Accountability Act (HIPAA).  Notify immediate supervisor of any perceived breach in protocol.
• Electronically input resident data and processing information into resident information systems for admissions and discharges. Generate medical record and census forms, notices and reports.  Provide updated admission/discharge information to all relevant departments by 8am each weekday.  Provide daily updated census to MHF Program Office as scheduled.  Distribute information electronically to appropriate staff.  Ensure data completeness and accuracy.  Follow-up with staff to get required information. 
• Manage office and daily operations as needed. Maintain a secure repository for RAP sheets in accordance with CJIS and FDLE guidelines.    Answer telephone and refer calls to appropriate persons, take messages and provide information as needed according to policies. Complete orders for office supplies (routine and special order).
• Performs other assigned duties as assigned.

Knowledge, Skills and Abilities required for the position:

• Knowledge of the procedures for securing, accumulating, processing, preserving, retrieving and controlling the distribution of medical records.
• Knowledge of the procedures for coding, classifying, indexing and filing medical records manually and/or electronically.
• Ability to use a nomenclature and classification system.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications:

• Certification as an Accredited Record Technician by the American Medical Record Association; or
• Three years of experience in compiling, maintaining, and coding medical records.

Candidate Profile (application) must be completed in its entirety:

• Include supervisor names and phone numbers for all periods of employment.
• Account for and explain any gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. 
• It is unacceptable to use the statement “See Resume” in place of responding to qualifying questions and entering work history.
• If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

Benefits of Working for the State of Florida:

• Health insurance
• Life insurance; $25,000 policy is free plus option to purchase additional life insurance
• Dental, vision and supplemental insurance
• Retirement plan options, including employer contributions
• (For more information, please click www.myfrs.com);
• Nine paid holidays and one Personal Holiday each year;
• Flexible Spending Accounts;
• Opportunities for career advancement;
• Tuition waiver for public college courses;
• And more!

For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS).  Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the SSS website: http://www.sss.gov.

RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.

BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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.