HEALTH INFORMATION MANAGER -SES (PENDING RECLASSIFICATION) - 64001837

Requisition No: 867002 

Agency: Department of Health

Working Title: HEALTH INFORMATION MANAGER -SES (PENDING RECLASSIFICATION) - 64001837

 Pay Plan: SES

Position Number: 64001837 

Salary:  $48,000.16 - $51,000.04 annual 

Posting Closing Date: 12/19/2025 

Total Compensation Estimator Tool

Title: HEALTH INFORMATION MANAGER – SES (PENDING RECLASSIFICATION) - 64001837

Location: Immokalee, FL 

INTERNAL AGENCY OPPORTUNITY

Applicants accepted only from Florida Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

Your Specific Responsibilities:

This is an administrative position which functions independently in directing the functions of the Health Information/Medical Records program for the Immokalee site at the Florida Department of Health (DOH-Collier).  Directs and manages the daily operations of health information and medical records functions in support of clinic services.  Responsibilities include oversight of reception and front desk operations, check in, registration, eligibility verification, check out, data and billing management, and medical records oversight.  Serves as the Records Custodian. This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets. Contributes to the organization’s culture of performance excellence by actively seeking to improve personal and organizational performance through measurement, analysis, knowledge management, and processes improvements and participation in performance management committees, councils, and/or workgroups. Continuously demonstrates the Department’s ICARE values. This position works and functions as a member of the Administration Division and reports directly to the Assistant County Health Department Director.

Leadership & Integration

Provides direct supervision, coaching, and performance feedback to HIM personnel.  Promotes a unified culture across Immokalee and Naples CHD sites, reinforcing the “One Health Department” philosophy. Conducts monthly staff meetings with direct reports. Generates and analyzes monthly HMS (Health Management System) reports to perform quality assurance reviews; identifies trends and areas for improvement. Designs and delivers targeted training plans based on QA findings to ensure staff competency and compliance with HIM standards.

Health Information/Medical Records Oversight

Ensures the accurate and secure maintenance of both physical and electronic health records in full compliance with Florida Department of Health (DOH) policies, procedures, and applicable regulations. Develops, documents, and standardizes critical Health Information Management (HIM) workflows to promote operational consistency and continuity.  Authors, implements, and conducts annual reviews of the Internal Operating Procedure (IOP) for medical records and front desk/receptionist functions.

Information Security and Privacy Compliance

Ensures confidentiality of medical records in accordance with DOH policies and rules and HIPPA regulations. Serves as the Health Information Management (HIM) Custodian for Immokalee.  Ensures the release of medical records and the documentation of releases in the medical record in accordance with DOH rules and regulations. Responds to subpoenas for release of records and maintains a tracking system for all documenting all releases of records and correspondence with lawyers and DOH legal counsel. Ensure compliance with all Health Insurance Portability and Accountability Act (HIPPA). Ensures access to medical records by client's, providers and legal requests in accordance with applicable state laws and policies.

Billing and Insurance Coordination Responsibilities

Ensures accurate entry and timely transmission of client service billing data. Verifies insurance coverage prior to billing and secures prior authorizations for clients enrolled in Medicaid Managed Care programs. Monitors billing systems to ensure timely and appropriate claims processing. Manages and supervises billing operations, including Verification of patient Medicaid eligibility through the Florida Medicaid Management Information System (FMMIS). Posting and billing activities within the Health Management System (HMS). Coordinates with program and billing hub staff to resolve billing-related inquiries or discrepancies. Conducts periodic audits of staff work to ensure accuracy and compliance with billing standards. Participates in monthly billing hub performance meetings to review metrics and improve processes.

Front Desk Operations

Supervises front desk staff, ensuring professional, courteous, and efficient client service.

Coordinates scheduling to ensure adequate coverage at all times, including during staff absences or high-volume periods.

Compliance & Quality Assurance

Monitors adherence to privacy and confidentiality standards (e.g., HIPAA). Identifies opportunities for process improvement and implements best practices in HIM and front desk operations.

Procurement and Purchasing Coordination

In coordination with finance monitors the program budget. Coordinates and submits administrative purchase requests for the health information program, ensuring compliance with procurement policies. Scans and emails Stericycle receipts to Accounts Payable for processing. Responsible to monitor and coordinate maintenance and order supplies for the administration copy machine.

Mail Oversight

Ensures medical records staff receive, log, and distribute incoming mail to appropriate Immokalee program offices. Annually reviews internal operating procedures on receiving and delivering mail and packages at Immokalee site.

Vehicle Management

Coordinates mileage tracking and routine maintenance for all Immokalee-based county vehicles. Prepares and reconciles vehicle logs and submits a consolidated log sheet to the Accounts Payable office monthly. Follows up with vehicle users to ensure maintenance is completed and cars are washed on a regular basis.

Facilities and Security Coordination

Submits facilities work orders for the health information program and receptionist program areas. Responsible for updating safe combinations and door codes as needed as new staff and departing staff leave HIM program. Ensures the HIM access list is reviewed and updated quarterly.

Key Control and Reconciliation

Serves as an alternate key custodian. Assists the General Services Specialist with biannual key reconciliation to ensure accurate tracking and security of facility keys.

Building Access and Security

Ensures the Immokalee clinic building is opened and securely closed each business day. Delegates opening and closing responsibilities to designated staff as needed, while maintaining overall accountability for building security. Coordinates and communicates with Safety Coordinator on any issues or concerns.

Lobby Presentation and Cleanliness

Responsible for ensuring the lobby is clean, neat, and organized to support a welcoming and professional environment for patients and staff. Conducts regular walk-throughs to monitor cleanliness, organization, and adherence to facility standards. Coordinates and communicates with General Services Specialist on any issues or repairs to lobby and HIM program areas.  Submits works order and special project request as needed.

Custodial Quality Assurance

Assists the General Services Specialist with oversight of the performance and accountability of custodial cleaning staff.  Conducts routine inspections to ensure cleanliness meets health department standards and coordinates with General Services Specialist to addresses any deficiencies promptly.

Quality Improvement Responsibilities

Develops and monitors medical records performance metrics to ensure compliance with regulatory standards and internal benchmarks. Analyzes metric outcomes to identify trends, gaps, and opportunities for improvement in medical records processes and client service delivery. Designs and implements improvement plans based on data-driven insights to enhance the accuracy, timeliness, and completeness of medical records. Leads and participates in agency-wide Quality Improvement (QI) initiatives, contributing expertise in health information management. Directs the development and execution of QI projects aimed at optimizing medical records workflows and improving client service outcomes. Collaborates with cross-functional teams to integrate QI strategies into daily operations and ensure continuous improvement.

Other duties as assigned.

Required Knowledge, Skills, and Abilities:

Knowledge of medical records procedures; Knowledge of HIPPA and Privacy rules; Knowledge of automated health information systems and basic medical billing; Ability to work directly with the public; managing a medical record operation; Ability to research statutes and law applicable to medical records, confidentiality and privacy; Ability to work independently; Skilled in writing procedures; Skilled in using MS Word, MS Outlook, MS Excel and PowerPoint; Skilled competency in the areas of emotional intelligence, management, versatility, organizational agility, effective communication and critical thinking;  Ability to communicate effectively both verbally and in writing with internal and external customers; Ability to plan, organize and coordinate work assignments; Ability to establish and maintain effective working relationships with others. Ability to mentor and supervise staff; Knowledge in collecting data for implementing, evaluating, and improving procedures, programs, and services; Ability to develop goals, measurable objectives, targets, and timeframes for procedures, programs and services; Skilled in evaluating the importance of quality improvement, programs, services and organizational performance. Skilled in selecting quality improvement methods and tools; Strong written and verbal communication; assesses the communication needs and preferences of internal and external audiences; Skill to foster a healthy work environment; Knowledgeable to support individuals and teams in engaging in professional development; Ability to monitor program finance and order supplies; Ability to engage staff in the change management process and implements a shared vision; Proficiency in using Health Management System; and Ensure compliance monitoring and enforcing adherence to legal and ethical standards.

Qualifications:

REQUIRED:

Valid Driver’s license and reliable transportation.

Incumbent will have access to records containing social security numbers in the performance of job duties in accordance with DOHP-50-19-15.

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.

Preferred

Preferred 4 or more years in medical records/health information experience.

Purchasing experience. 

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:

Immokalee, Florida

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 A);

• 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.    

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.