HEALTH INFORMATION SPECIALIST - 64002522

Requisition No: 844290 

Agency: Department of Health

Working Title: HEALTH INFORMATION SPECIALIST - 64002522

 Pay Plan: Career Service

Position Number: 64002522 

Salary:  $34,716.76 (Includes CAD of $956.80) 

Posting Closing Date: 01/27/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is a Health Information Specialist position responsible for assisting in the maintenance of medical records at the West Palm Beach Health Center, the Northeast Health Center and/or Jupiter Health Center.  Work is performed under supervision of the Operations & MGMT Consultant II-SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions, including the confidential requirement within the medical record department and knowledge of medical terminology and ability to understand and locate medical information from medical documents.

This position is a designated 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:  Health Management Systems (HMS) and Electronic Health Record (EHR), Social Security Numbers, Immunizations.  Florida Shots immunization data base in order to View and Print patient records, reports and release the information per HIPPA requirements.  Access to HMS for entries, Clinical Encounters to view, print patient records, reports and release information. EHR a centralized patient information system to perform medical records responsibilities. 

Maintains files in alphabetical and numerical and maintains an orderly file system. Responsible for assisting and coordinating the distribute of records to all service areas according to the appointment system and walk-in-clinic requirements. Accurately prepared medical record including all necessary forms. Maintains system for retrieval and re-filing of records according to established time limits.  Processes incoming reports, ancillary test results, and correspondence for physicians to review in a timely and orderly manner. Complete medical record by reviewing information and notifying Health Services Manager-SES of any discrepancies or record deficiencies by collecting and analyzing information.  Ensure all patients referred for outside services have appropriate referral and faxed in a timely manner. Accurately scans and attaches documents to patient’s Electronic Health Record and sends to the appropriate provider for review as needed.

Assists with opening and handling incoming mail and maintains accurate correspondence log.  Answers incoming telephone calls, screens and routes calls to the proper person, and return all calls from voice mail.  Provide medical record information by answering questions and requests of patients, hospitals, law firms, insurance companies, health care providers and government agencies.  Accepts and signs subpoenas according to guidelines. Copy or faxes copies of record requests following appropriate process for release or transfer of medical information under the direction of the Operations & MGMT Consultant II-SES.  Coordinates billing process for record requests with the business office.  Calculates and prepares invoices as needed. 

Responsible for assisting client to navigate through the health department clinical services system, assisting clients with medical appointments. Responsible for documenting all direct and indirect client contact in the EHR.

Assists and coordinates record transfers by documenting appropriate information on the notepad, purging and archiving medical records using the appropriate forms and format on storage boxes, and requesting records using the appropriate retrieval form as need arises.  Maintains clean and orderly work area at all times. 

Search and retrieves x-rays for all active clients and all record requests. 

Transmit Health Vault Contents.

Performs EHR audit to ensure the providers meet meaningful use objectives and meet QI activities.

Participates in scheduled clinic team meetings, staff meeting, and other in-service training as assigned.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of medical terminology
• Knowledge and ability of alphabetical and numerical filing
• Knowledge of general office procedures and practices
• Ability to prepare reports and correspondence
• Ability to follow instructions.
• Ability to review data for accuracy and completeness
• Ability to operate fax, copy machine and scanner
• Knowledge of Health Management System
• Knowledge of record purge process and ability to prepare medical records for purging
• Demonstrates ability and skill in proficiency of Microsoft Word and Microsoft Outlook
• Knowledge of basic electronic health record systems
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others

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.  
• This position may be required to travel to other work sites.
• May require to perform a combination of stooping, kneeling, crouching/crawling and will include some lifting, carrying, pushing and or pulling of medical records of moderate weight (12-25 pounds).

Working hours:

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

Where You Will Work:

1150 45th St., West Palm Beach, FL 33407

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.

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.