RECORDS SPECIALIST - 64003863

State of Florida; West Palm Beach (FL); On-site; USD 35,000 - 43,000; Full time

Job summary

The Florida Department of Health in Palm Beach County is seeking a Records Specialist to support the call center by scheduling appointments, handling client inquiries, and ensuring demographics and health information are accurate in HMS and other systems.

Fluency in English and Spanish is required to serve a diverse community; candidates must maintain confidentiality and provide accurate, timely service in a fast-paced, in-office environment.

Qualifications

• Ability to manage time effectively and establish working relationships with staff and clients.
• Proficient in Microsoft Office; interpret and apply policies and procedures.
• Ability to provide high level customer service to internal and external customers.
• Knowledge of general office procedures and practices.
• Knowledge of Health Management System (HMS) and customer service principles.
• Ability to handle difficult customer situations.
• Ability to work in a multicultural fast-paced environment under stress and adapt to change.
• Fluent English/Spanish bilingual communication.

Responsibilities

• Process clients' appointment requests and schedule appointments for Health Centers.
• Register clients by completing HMS fields per Direct Client Services Manual.
• Respond to inquiries from the public regarding services provided.
• Update client insurance information in HMS and document notes.
• Run reports and contact patients to schedule or reschedule appointments.
• Provide translation services and back-up support to Operators.

Skills

Time management

Microsoft Office proficiency

Customer service

Multicultural communication

Stress management

Bilingual English/Spanish

Data accuracy

Education

High School Diploma or GED

Tools

HMS Health Management System

Availity

Change Healthcare (Medicaid)

Job description

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The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website .

Requisition No:886801

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64003863

Position Number:64003863

Salary: $39,385.84 (Includes CAD of $1,268.80)

This is a Records Specialist position in the Call Center, assisting clients with appointment requests, gathering necessary information, and accurately scheduling appointments for Health Centers located throughout the County. Work is performed un er the supervision of the Office Operations Manager 11 -SES. Multitasking is a frequent requirement of this position and the ability to change directive quickly; This is a bilingual position fluent in English /Spanish. Must pay attention to details. Respond 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 (CHO) Information and Security Policy, Protocols and Procedures. Confidential data sets: Social Security Data, and Clinical Information. Have access to Change Healthcare (Medicaid) to view patient information, Availity to verify patient's health insurance status, Health Management System (HMS) to view, update or release information.

Process clients' appointment requests and schedules appointments for the Health Centers throughout the County. Interviews, schedules, rescheduling, cancel, confirm 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.

Register clients by completing all necessary fields in HMS according to the Direct Client Services Manual according to guidelines. Responds to inquiries from the general public 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 EON and contact new Refugee patients to make appointments. 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.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Ability to manage time effectively establishes 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 people 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-paced environment under stressful conditions with the ability to adapt to constant change.
• Ability to stay calm and polite when dealing with upset customers.
• Fluent both verbally and in writing in Bilingual in English/Spanish.

Preferred Qualifications:

• High School Dipolma or GED
• Knowledge of customer service principles and practices
• Experience in Microsoft Office products (Word, Excel, PowerPoint, Teams)

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 (C) This is a full-time, in-office position.

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 theHealthiestState 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:

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

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.

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.

Location:

WEST PALM BEACH, FL, US, 33407

Nearest Major Market: Palm Beach
Nearest Secondary Market: Miami

For assistance, call the People First Service Center at [phone] Monday - Friday, 8:00 a.m. to 6:00 p.m., Eastern time. Pursuant to Florida Law, 110.211 F. S., the State of Florida is an EEO employer.