RECORDS SPECIALIST

Requisition No: 825567

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64081997

Pay Plan: Career Service

Position Number: 64081997

Salary: $34,028.80 (Includes a CAD of $1,268.80)

Posting Closing Date: 04/07/2024

Total Compensation Estimator Tool

Open Competitive Opportunity

Specific Responsibilities:

This is a Records Specialist position in the Florida Department of Health, Palm Beach County, HIV/AIDS Program and AIDS Drug Assistance Program (ADAP), at the C.L. Brumback Health Center. Work is performed under the supervision of the Operations & MGMT Consultant SES. This position requires independent judgment, initiative, applying general knowledge of business practices and skill in applying instructions to accomplish various job functions. This position performs ADAP duties and responsibilities in accordance with the ADAP Assistance Manual, and processes clients by timely enrolling them ensuring completeness and accuracy. Provides general information to clients, interacts with different people from varied backgrounds, different situations, and direct public contact. As directed by the State ADAP office, performs internal screening of clients for approved ADAP Marketplace policies and verifies plan selection.

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. This position may view, update, or release information. Clinical Information, and HIV/AIDS Case Reporting and Surveillance. Have access to the following confidential data sets: Clinical Information, HIV/AIDS Case Reporting and Administrative. This position has Health Management System (HMS) access for the purpose of entering Employee Activities Record System (EARS) and HMS to verified Labs and Prescription. Has access to Change Health Care (CHC) to verified Medicaid and or Medically Needy and access to PROVIDE Enterprise for the purposes of enrolling and verifying eligibility and entering ADAP required data. Utilize several components of the Health Management System (HMS), including the Electronic Health Record (EHR), and Provide to facilitate patient activity and determine eligibility for ADAP by verifying lab results in HMS and Medicaid eligibility status in Health Care (CHC). Utilize Health Care District (HCD) for the purposes of determining HCD eligibility. Utilize the statewide ADAP system, Provide System to perform all ADAP clients and programmatic functions.

Responsible for enrolling clients into the ADAP program referred by the Centers and private providers. Registers and updates client information into the statewide ADAP tracking system; Conducts interviews to determine eligibility for ADAP and other part B General Revenue-funded services; Performs record searches to determine client ADAP eligibility; Tracks client eligibility, re-determination dates, and adherence; Serves as resource person for clients assisting them in accessing and utilizing community services. Acts as a liaison with case management agencies and other community partners to provide information on ADAP policies and procedures and eligibility requirements, and to ensure awareness of program and maximized usage and Provides secondary prevention information as needed.

Determines eligibility for ADAP by verifying lab results in HMS and Medicaid eligibility status in CHC. Provides referrals to clients who does not qualify for ADAP to community partners, e.g. HealthCare District, FoundCare, AIDS Healthcare Foundation (AHF), or Compass. Verify client insurance, e.g. Medicaid, Medically Needy, Medicare, HMO or other insurance. Ensure labs order and client records are kept updated and notifies clients of expiring labs and prescriptions.

Issues client specific medications in ADAP office sites and maintains an ongoing inventory system, including receiving, storing and returning of medications, pursuant to State regulations. Distributes patient drug information sheets with medications. Accesses the Pharmacy Forms Systems (PFS) as well as the Provide System maintained.

Performs internal screening of clients for approved ADAP Marketplace policies and verifies plan selection. During open enrollment periods, and as directed by the State ADAP office.

Reviews client information in Provide to ensure all required documentation for determining client eligibility is accurate. Ensure all required information are scan in Provide at time of first enrollment and as required for audit purposes. Processes clients efficiently and timely to assure a consistent flow. Schedules returning appointment. Reports immediately to ADAP Supervisor, or designee, any client problems/complaints. Ensures ADAP supervisor is informed of all ADAP-drug-related issues in Palm Beach County. Assists other ADAP staff in resolving ADAP issues/problems/questions, as needed. Responds to requests for technical assistance.

Administers client surveys, as needed and as requested by the State or by local Program. Coordinates and manages the ADAP office ensuring office coverage, acting as ADAP receptionist, greeting and routing visitors, and any other activity necessary to maintain office operations.

Coordinates for in-services and trainings for health department staff, community members, organizations and agencies, as needed. Attends training, educational courses/seminars, meetings and in-services as needed. Participates in scheduled clinic team meetings, e.g. quality assurance (QA) record audits, and general staff meetings and in-services.

Performs other duties as assigned.

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

• Ability to determine financial and medical eligibility.
• Ability to organize and maintain filing systems ·
• Ability to work with individuals from diverse backgrounds and/or with medical disabilities
• Ability to communicate effectively and professionally, verbally (on the phone and in person) and in writing
• Skill to efficiently utilize computer software systems, including MS Office Word, Excel and Outlook applications ·
• Ability to establish and maintain effective working relationships with others, and ability to work independently ·
• Ability to work under very busy circumstances at times, to be able to multitask, to be flexible and to work with unexpected interruptions. ·
• Demonstrates patience and understanding of patients’ needs. ·
• Ability to be responsible for accuracy, timeliness and thoroughness of own work and to perform such work in accordance with procedural and policy guidelines.

Qualifications:

Licensure/registration/certification requirements (If applicable, list the appropriate Florida Statute or federal regulation cite):

• NA

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 8:00 am to 5:00 pm (B) Total hours in workweek 40 Hours (C) Explain any variation in work (split shift, rotation, etc.)

• Hours may be adjusted to meet the needs of the community.

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:

38754 State Road 80

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.

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.