RECORDS SPECIALIST - 64065873

Requisition No: 835581 

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64065873

 Pay Plan: Career Service

Position Number: 64065873 

Salary:  $35,938.50(Includes CAD of $1,268.80) 

Posting Closing Date: 09/27/2024 

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 working in a multi-cultural fast-pace environment under stressful conditions in the West Palm Beach Health Center. Work is performed under the supervision of an Administrative Assistant II - SES. This position is a bilingual position fluent both verbally and writing in English/Spanish or English/Creole. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position will function as a "Floater" and will travel between health centers providing services as needed or as directed by the supervisor.

This position is designated as a sensitive position and is required to maintain confidential information in accordance with the Florida Department of Health - Palm Beach County Health Department (FDOH-CHD) Information Security, Policy, Protocols and Procedures. Confidential Data Sets: Clinical Information, and Social Security Data. May view, update or release information. Have access to Health Management System (HMS), Florida Medicaid Management Information System (FMMIS), Health Care District (HCD) databases, PEPW Database, Florida System, Sterilization Database, Careware, Suntax, Agency for Workforce Innovation (AWi) and SIS. Utilizes HMS to view and update client demographic information. Utilizes FMMIS and HCD Database to verify client eligibility. Utilizes AWI/Suntax to verify client's income for the purpose of determining eligibility for the FDOH Sliding Fee Scale. Utilizes SIS for in-house stock ordering for the DCS clerical staff as needed.

Registration Clerk Duties:

Performs registration, interviews and determines financial responsibility for services. Obtains accurate demographic and financial information from multi-cultural clients. Responsible for explaining the eligibility process to clients and refers to appropriate public assistance agencies. Performs name changes according to the "Direct Client Services Manual".

Accurately registers and checks-in clients by completing all necessary screens in HMS, according to the "Direct Client Services Manual" as specified by FDOH-CHD Program of Health Access and Communicable Disease Control. Processes client's efficiently to assure a consistent flow of clients to the providers(s). As clients register for services, initiates the appropriate superbill and registration form. Initiates medical record on all new clients and witness's client's signature on permission care form and other mandatory documents. Reviews data for accuracy and completeness. Identifies clients that need to be processed for prepayment of services and effectively communicates the collection policy. Determine sliding fee scale and apply appropriately. Schedules, cancels and/or reschedules client's appointment appropriately.

Answers incoming telephone calls, courteously and transfers to appropriate person and/or department. Directs and responds to

general public inquiries regarding services provided.

Referral Clerk Duties:

Verify client eligibility prior to initiating the referral. Obtains accurate demographic and financial information from multi-cultural clients. Responsible for explaining the client's financial responsibility based on the sliding fee. Reviews and completes clinical summary and initiates letter of introduction. Completes all referrals by including the proper ICD-9 and CPT codes, including but not limited to, referrals with Medicaid and Medicare as payment sources. Completes HC Nita Health/Healthy Palm Beaches authorization by including the proper CPT and ICD-9 codes. Completes referrals for Ryan White and Project Access according to the written procedures that are in place. 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, fax correct patient special report and labs to outside hospitals and providers in accordance with the Health Insurance Portability and Accountability Act (HIPPA) guidelines. Accurately documents referral tracking log indicating approved/denied client cases. Verify client eligibility, and document client information, and scan required documentation into client records. Register and make changes to the Sterilization Referral Database, verifying and record client services provided through contracted providers.

Medical Record Duties: 

Print labels, initiate, prepare, and maintain confidential medical records for new and current patients. Pull reports according to the established routine. File in alphabetical and numerical order. File lab and consultation reports on record, photocopy, and fax correct patient special reports and labs to outside hospitals and providers in accordance with the Health Insurance Portability and Accountability (HIPPA) guidelines. Delegated to assist with Information Custodian duties per FDOH- CHD Information Security Policy and Protocols and Procedures. Assures charts are maintained in good condition and proper forms are placed in charts as needed.

Cashier Duties:

Determines financial responsibility for services received at the Health Center. Performs basic arithmetical calculations to

determine amount of pre-payable services as well as the amount due at collection and billing of services. Accurately process

collection and billing of services according to agency policy including but not limited to, collecting payment of services, making change, issuing receipts, and adjusting fees; Registers clients.  Accurately inputs self-pay superbills and billing data. Responsible for reviewing data for accuracy and completeness.  Read and interpret insurance coverage and charge for non-covered services. Balances cash drawer and generates financial reports. View and update client billing and payment information.

PEPW Duties:

Responsible for assisting other PEPW sites, as needed, to process pregnant clients to establish authorization for temporary Medicaid coverage. Will require traveling to these sites to become familiar with their process. Interviews client by obtaining information to determine financial eligibility for Medicaid and Health Care District. Interview client in a confidential setting and based on income, residency, and family size. Assists and assures clients accurately complete appropriate application prior to entering the information into the computer system database. Reviews client choices to seek services at the FDOH-CHD, complete client exiting schedule clinic appointment, update financial information in HMS, initiate the Healthy Start form, complete Health Care District documentation, and refer to WIC. Responsible for accurately enter client's information into the PEPW database as specified in the FDOH-CHD guidelines. Create and maintain eligibility file for each client. Forwards required documentation to appropriate agency and prints log as needed. Coordinates information and services to outreach workers of the Maternal Child Family Support Network such as Healthy Mothers/Healthy Babies to facilitate a continuum of care. Based on client's Florida System review date the incumbent will view and update the client's eligibility status in the Florida System, PEPW database, and client's eligibility file. On Medicaid Denials required documents will be forwarded to Health Care district. Follow up of Health Care District eligibility status and update the HMS financial information, PEPW, database and the client's eligibility file.

Performed other duties as assigned.

Knowledge, skills and abilities, including utilization of equipment, required for the position

• Knowledge, skills and abilities to proficiently use Microsoft Word, Excel, Outlook Mail etc.
• Ability to work under very busy circumstances at times; multitask, flexible and work with unexpected interruptions.
• Knowledge of the principles and techniques of records management.
• Ability to communicate effectively.
• Ability to make decisions in a timely manner.
• 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.
• Demonstrates patience and understanding of patient’s needs.
• Knowledge of general office procedures and practices.
• Ability to work with an alphabetical and numerical filing system.
• Ability to establish and maintain effective working relationships with others.
• Fluent both verbally and in writing in English/Spanish or English/Creole.

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite): 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.
• Required to pass the Registration Competency Test

Working hours: (A) Daily from 8:00AM to 5:00PM (B) Total hours in workweek 40.0 (C) Explain any variation in work (split shift, rotation, etc.)

• This position may 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:

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.