RECORDS SPECIALIST - 64002181

Requisition No: 842929 

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64002181

 Pay Plan: Career Service

Position Number: 64002181 

Salary:  $35,028.76 (Includes CAD of $1,268.80) 

Posting Closing Date: 12/26/2024 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is a Records Specialist position at the Northeast Health Center responsible for processing incoming telephone calls to the center. This is a bilingual position fluent in English /Spanish or English/ Creole. Responsible for managing a high volume of incoming and outgoing telephone calls and deals directly with client by telephone. Work is performed under the supervision of the Operations & MGMT Consultant MGR - SES. This position must be able to work in a multi-cultural, fast-paced environment. Responds promptly to the needs of the customer and solicit feedback to improve service. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions.

This position is designated as sensitive and required to maintain confidential information in accordance with the Florida Department of Health (FDOH) Palm Beach County Health Department (CHD) Information and Security Policy, Protocols and Procedures. Confidential data sets: Social Security Data, and Clinical Information. This position may view, update or release information. Have access to Change Healthcare (Medicaid), Availity, Surveillance Tools & Reporting System (STARS), CAREWare to verify eligibility, Internet In-Stock Inventory System (SIS), EDN for new Refugee client information, Health Management System (HMS); Utilizes Florida Medicaid Management Information System (FMMIS), Health Care District (HCD) and Availity to verify patient’s health insurance status.

Process clients’ appointment requests and schedules appointments for the Health Centers throughout the County. Interviews, schedules, rescheduling, cancel, confirms client’s appointments, send medical records updates and process referrals to internal or external entities/community partners as needed.  Obtains accurate demographic information from multicultural clients. Responsible for explaining Health Center services and eligibility criteria throughout the County.

Registers clients by completing all necessary fields in HMS according to the Direct Client Services Manual according to guidelines. Responsible to close the loop for those responding to PROTEXT messaging. Responds to general public inquiries regarding services provided.

Responsible for reviewing data for accuracy and completeness. Updates client insurance information in HMS with corresponding notepad entries. Responsible for managing a high volume of incoming and reminder for client’s appointment. Run report in the EDN and contact new Refugee patients to make appointment. Adhere to Health Access Call Center Scheduling and Customer Satisfaction Protocols. Contact HCD patients and scheduled appointment for referrals according to guidelines. Obtain relevant information pertaining to customer feedback and bring it to supervisors’ attention. 

Act as the back-up to all Operators.  Create and modify Health Center Scheduling templates. Prints and distributes Referrals to staff, collects and update Medical Records or relevant parties. Provides translation services.

Participates in scheduled inter-department meetings, staff meetings and clinic team Quality Assurance and / or other in-service training as assigned.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Ability to manage time effectively establish and maintain effective working relationships with staff, co-workers, supervisors and clients
• Proficient in the use of Microsoft Office & interpret and apply, policies and procedures
• Ability to apply high level customer service to internal and external customers & communicate in a comprehensible, focused & appropriate manner with persons of various social, economic, educational and ethnic backgrounds 
• Knowledge of general office procedures and practices is necessary.
• Knowledge about clinic services and be proficient in using the Health Management System (HMS).
• Knowledge of customer service principles and practices
• Ability to manage difficult customer situations.
• Must be able to work in a multicultural fast-pace environment under stressful conditions with the ability to adapt to constant change.
• Able to stay calm and polite when dealing with upset customers.
• Fluent both verbally and in writing in English /Spanish or English/ Creole.

Qualifications:

Licensure/registration/certification requirements: N/A

Other job-related requirements for this position:

• 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 8:00AM to 5:00PM (B) Total hours in workweek 40

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:

851 Avenue P, Riviera Beach, FL 33404

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.