ADMINISTRATIVE SECRETARY - 64006504

State of Florida • CLEARWATER, FL

16d • Onsite

About The Position

The Administrative Secretary provides program, clerical, and referral coordination support for the Florida Department of Health. The position supports the program manager with calendars, meeting coordination, documents, clinic schedule adjustments, supply inventories and orders, incoming orders and invoices, mail, telephone calls, and daily work using multiple electronic programs.

Clerical duties include front desk support, patient appointment scheduling and check-in/check-out, monitoring clinic schedules, entering and verifying patient information in electronic health record systems, handling electronic faxes and clinical inbox tasks, helping clients prepare forms, and verifying insurance eligibility. The employee may work with the Mobile Medical Unit and/or Street Medicine Team as assigned.

The role also helps coordinate specialty care and behavioral health referrals, tracks referral outcomes and patient follow-up, documents services accurately and timely, provides case management and appropriate referrals, and fosters community partnerships. The position requires maintaining confidentiality in accordance with HIPAA and keeping relevant supervisors, teams, partners, and funders informed. The job is based at the Clearwater Health Department in Clearwater, Florida. Incumbents may be required to perform emergency duty before, during, or beyond normal work hours or days.

Requirements

• At least 1 year of experience working in a medical office setting.
• At least 1 year of experience scheduling appointments in a medical environment.
• At least 1 year of experience working in a fast-paced customer service position.
• At least 1 year of experience with electronic data entry.
• Valid Florida driver's license and access to private transportation.
• Knowledge of public health principles, practices, and techniques.
• Ability to plan, organize, and coordinate work assignments.
• Ability to assess clients in person and over the phone and document a SOAP note.
• Ability to communicate effectively verbally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to operate a personal computer and accompanying software programs.
• Ability to safely administer immunizations by injection.
• Ability to work effectively with people of different races, languages, cultures, educational attainment, or socioeconomic status.
• Ability to make sound judgments independently.
• Ability to adapt to changes in duties, duty station, or work hours for the benefit of clients, staff, or the Agency.
• Knowledge of Pinellas County resources.
• Ability to use an EHR, including its Care Coordination module, to review and record patient information and capture services provided.
• Ability to conduct chronic disease self-management education.
• Ability to learn and communicate effectively in English, orally and in writing.

Nice To Haves

• Experience working with the homeless population.
• At least 1 year of experience using an electronic health record (EHR).

Responsibilities

• Provide administrative support to the program manager, including maintaining calendars and coordinating meetings, rooms, minutes, and presentation materials.
• Create, update, and distribute forms and documents, and adjust clinic schedules for meetings and trainings as needed.
• Maintain office supply inventory, prepare order requests, assist with medical supply orders, inventory incoming orders, and submit invoices promptly.
• Receive, sort, and distribute mail, including forwarding medical records requests to appropriate personnel.
• Use electronic programs, including Microsoft Office Suite, athenaOne, Appian, Frontrunner, STMS, and HMS, to complete daily duties.
• Answer and return calls and voicemails promptly, courteously, and with accurate information.
• Assist with front desk duties, schedule patient appointments, and check patients in and out.
• Monitor daily clinic schedules and communicate with clinic staff as needed.
• Enter health information, demographics, and other relevant data into electronic health record systems, ensuring timely and accurate collection and entry.
• Monitor electronic faxes and clinical inboxes, file documents, and complete incoming tasks accurately and on time.
• Assist clients with forms and verify insurance status and service eligibility according to established criteria.
• Work with the Mobile Medical Unit and/or Street Medicine Team as needed or assigned.
• Coordinate referrals among specialty care, behavioral health, BCC, and Healthcare for the Homeless teams.
• Submit behavioral health referrals, notify patients of approval or denial, and monitor specialist and behavioral health office feedback, appointments, service compliance, and follow-up.
• Coordinate patient follow-up appointments and provide additional services as needed.
• Submit specialty care referral requests for authorization or extension as needed.
• Document services accurately and timely using agency forms, designated software, and established policies and timeframes.
• Provide case management to established or referred clients and make appropriate referrals.
• Foster community partnerships to meet patients' specialty health care needs.
• Maintain confidentiality of records, client interactions, and services in accordance with HIPAA privacy policies.
• Keep supervisors, clinic teams, contract managers, quality assurance coordinators, medical directors, funders, and partners informed as applicable.

Benefits

• Annual and sick leave benefits.
• Nine paid holidays and one personal holiday each year.
• State Group Insurance options, including health, life, dental, vision, and supplemental insurance.
• Retirement plan options, including employer contributions.
• Flexible Spending Accounts.
• Tuition waivers.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed