RECORDS SPECIALIST - 64080315

Requisition No: 848671 

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64080315

 Pay Plan: Career Service

Position Number: 64080315 

Salary:  $38,688.00 (Includes CAD of $1,248.00) 

Posting Closing Date: 03/26/2025 

Total Compensation Estimator Tool

Open Competitive Opportunity 

Specific Responsibilities:

This is a Records Specialist position assigned to the county-wide immunization outreach and clinic-based program and aids in all aspects of the program. Work is performed under the supervision of the Senior Community Health Nursing Supervisor. This is a bilingual position fluent in both English/Spanish and/or English/Creole. This position serves as a Lead Worker position. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. Work in a multi-cultural fast-paced environment under stressful conditions with the ability to adapt to constant change.  Multi-tasking is a frequent requirement and be able to change directive quickly; as well as strong customer skills to include the ability to stay calm and polite when dealing with upset customers.    

This position is designated as a 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 Data Sets: Clinical Information, Social Security, FL Shots, Florida Medicaid Management Information System (FMMIS), Health Care District (HCD), Change Healthcare and Ariba/MyFlorida Marketplace (MFMP), Health Management System (HMS), cash drawer, and Internet-In-Stock Inventory (SIS).  This position may view, enter, update and / or release information in all confidential data sets. This position has access to the mobile immunization outreach mobile unit or other county vehicles.  

Performs registration including 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.  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, but not limited to verifying and updating client personal information, financial and insurance information.  Processes client’s efficiently to assure a consistent flow of clients to the immunization nurses. Initiates the appropriate superbill and registration form; copies eligibility papers and other appropriate papers received. 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.  Schedules, cancels and/or reschedules client’s appointment appropriately.

This position drives the county vehicle(s) to and from the outreaches, as well as when needed to transport vaccines to and from other clinic sites.  Completed the FDOT Defensive Driving training course, and signed the County Vehicle Employee Driver Authorization form, and submitted all required documents to the local Personnel Liaison office. This position will be assigned to transport vehicle(s) to the county fleet service for maintenance. Notify supervisory staff or the warehouse supervisor of any concerns or issues with the vehicle(s) upon observation. 

Responsible for immunization billing. Serves as a back-up to the current Records Specialist and clerk for another center. Responsible for the transcription of immunization records. Provide translation services to nurses, clerks and clients relating to immunization services.

Provide clerical assistance such as data entry, copying, faxing, filing, accurately typing and editing correspondence, reports, protocols/procedures, outreach calendars/fliers to all other programs within the Community Immunization Services (Adult Immunization, Perinatal, and WIC) as needed. Archive registration forms while in the office and ensure immunizations records are current according to the state protocols for active and inactive records. Input immunization information and statistics into the different database. Creates and distributes monthly outreach fliers to community partners. Answers incoming calls, and transfers to appropriate person and/or department.  Directs and responds to general public inquiries regarding services provided.   

As the Lead worker position, will coordinates and assigned work in the absence of the supervisor. Manage daily failed import reports, patient assistance program, and being a resource for other records specialist regarding insurance verification. Represent the program at meeting presentations or seminar as needed. Other Lead duties as assigned. This leadership does not include evaluating other’s performance or administering disciplinary actions. 

Participates in departmental meetings, quality assurance, and/or other in-service trainings.

Perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Knowledge of the principles and techniques of records management.
• Knowledge of administrative principles and practices.
• Knowledge of the principles and techniques of effective communication.
• Knowledge of problem-solving techniques. 
• Ability to make decisions in a timely manner.
• Ability to direct the organization and maintenance of records.
• Ability to design and present training programs relating to the principles and techniques of records management.
• 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.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Fluent both verbally and in writing in English/Spanish and/or English/Creole.

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. 
• Required to pass the Registration Competency Test

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.)

• May work scheduled evenings and weekend outreaches.

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:

305 N Haverhill Rd., West Palm Beach, FL 33415

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.