RECORDS TECHNICIAN - 60009737

State-of-Florida; Macclenny (FL); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Life insurance; 25,000 policy is free

Dental, vision and supplemental

Retirement plan options

Job summary

The Florida Department of Children and Families (DCF) is seeking a Records Technician at Northeast Florida State Hospital in Macclenny. The role involves transcribing, filing, and maintaining health records in a high-security, state-run facility.

Responsibilities include chart management, consent processing, and monthly record reviews to ensure regulatory compliance and patient data integrity. A strong background in clerical work and details is essential.

Qualifications

• High school diploma or equivalent plus three years of clerical experience.
• College education may substitute for experience per state rules.
• Ability to organize, file and maintain medical records accurately.
• Strong attention to detail and ability to follow procedures precisely.

Responsibilities

• Transcribe and maintain health records, file and manage active living area charts.
• Verify chart order and file stripped information in Master File within 24 hours.
• File paperwork from Drop Files into Living Area Charts within 48 hours.
• Assist psychiatrists with consents, ETOs, and court authorizations; document accordingly.
• Conduct monthly quantitative reviews of records for completeness and compliance.
• Transcribe and edit medical and psychiatric documents with accuracy.
• Respond to Social Services requests to reproduce Medical Packets.
• Perform other duties including backup to other departments.

Skills

Attention to detail

Clerical skills

Document management

Independent judgment

Communication ability

Education

High school diploma or equivalent

College coursework substitution rules

Job description

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

Requisition No:883316

Agency: Children and Families

Working Title: RECORDS TECHNICIAN - 60009737

Position Number:60009737

Salary: $34,760.00 - $52,412.34 Annually

The Florida Department of Children and Families (DCF)

isthe state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.

Substance Abuse and Mental Health (SAMH) Program

office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.

Northeast Florida State Hospital (NEFSH)

is an 800-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness.The hospital, located in Macclenny, was established in 1959 and is the largest state-operated civil treatment facility.

NORTHEAST FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY.

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position that will serve as a Records Technician at Northeast Florida State Hospital. T his position will collaborate with each section within the state facilities and be required to use independent judgement, take initiative in carrying out duties and responsibilities and should be extraordinarily detail oriented.

This is a responsible position that requires independent judgement and decision-making assigned to the Health Information Services Department of a large mental health facility. To ensure customer satisfaction and management excellence the incumbent in this position must maintain a working knowledge of the hospital’s mission statement, vision, values, long term strategic objectives (LSOs), annual business objectives (ABOs) organizational structure and NEFSH operating procedures relevant to assigned duties and responsibilities.

Specific Duties and Responsibilities include:

• This position is responsible for transcribing and maintaining the health records of persons in a large mental health facility, includes the filing, thinning, opening and closing active living area charts and master files. To ensure customer satisfaction and management excellence the incumbent in this position must maintain a working knowledge of the hospital’s mission statement, vision, values, long term strategic objectives (LSOs), annual business objectives (ABOs) organizational structure and NEFSH operating procedures relevant to assigned duties and responsibilities.
• Reviews order of record and strips paperwork in accordance with NEFSH OP 14-08-04. Ensures that all information stripped from the Ward Chart is filed in the Master File within 24 hours. Inspects charts to make sure they are clean and in proper order according to established policies and procedures.
• Sorts and accurately files paperwork from the Drop Files into the Living Area Charts within 48 hours.
• Assists the Psychiatrists with obtaining informed consents, emergency treatment orders (ETO), and court authorization for the use of psychotropic medications in accordance with NEFSH OP 14-06-01 and CFOP 155-1. Types all correspondence associated with the above processes and monitors the receipt of completed informed consents and court orders. Notifies the Hospital Attorney’s Office, Medical Executive Director’s Office and the Pharmacy Department when verbal informed consent or ETO is received. Ensures the informed consent worksheets, certified mail receipts and completed informed consents are correctly filed in the chart.
• Conducts quantitative, monthly review of clinical records to determine completeness, accuracy and conformance with hospital requirements and state and federal regulations that relate to both the provision of Medical Records services and the documentation practices of the staff. Provides monthly reports of charts audited and deficiencies found.
• Transcribes and edits recorded or written material, including admission psychiatric evaluations, annual psychiatric evaluations, discharge psychiatric evaluations, neurological consultations, and mortality reviews. All documents are technical and contain complex medical/psychiatric terminology. Proofreads typed material for correct spelling, punctuation and grammar before finalization of documents to maintain quality of work. Verifies accurate patient information such as name and hospital number. Maintains log of incoming dictation and transcription reports.
• Responds to requests from Social Services to reproduce Medical Packets for the people we serve.
• Performs other assigned duties as assigned, including back up to other departmental positions.

Knowledge, Skills and Abilities required for the position:

• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods for organizing and presenting data.
• Ability to conduct meetings and to make presentations.
• Ability to collect, record and analyze data relating to records or operational procedures.
• Ability to utilize problem-solving techniques.
• Ability to prepare reports.
• Ability to make decisions in a timely manner.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications:

• A high school diploma or its equivalent and three years of clerical experience.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.

Benefits of Working for the State of Florida:

• Health insurance
• Life insurance; $25,000 policy is free plus option to purchase additional life insurance
• Dental, vision and supplemental insurance
• Retirement plan options, including employer contributions
• Nine paid holidaysand onePersonal Holiday each year;
• Flexible Spending Accounts;
• Opportunities for career advancement
• Tuition waiver for public college courses

US CITIZEN REQUIREMENT

Only US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATION

All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire For more information, please visit the SSS website: http://www.sss.gov .

RETIREE NOTICE

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 suspended or voided, and you required to repay all benefits received depending on the date of your retirement.

BACKGROUND SCREENING

It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.

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.

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.