DOCUMENT SPECIALIST SUPERVISOR - SES - 64041156

State of Florida • Brooksville, FL

7d • $35,000 - $40,000 • Onsite

About The Position

The Document Specialist Supervisor manages clerical staff and administrative support functions in the Hernando County Health Department Clinic intake areas in Brooksville and Spring Hill. The role is primarily supervisory, involving employee communication, motivation, training, evaluation, work planning and direction, performance management, scheduling, and personnel actions. The supervisor ensures adequate coverage, maintains schedules and timesheets, and may hire, assign, reward, discipline, or recommend other personnel actions.

The position oversees client intake, financial eligibility determination, scheduling, cashiering, medical records, and related support services. It maintains clinic schedules in the Health Management System (HMS), coordinates patient flow using JTech software, and works with nursing and administrative leadership to support an efficient, quality patient experience. The supervisor also serves as Refugee Health Coordinator and QI mentor for Clinic Services staff, oversees Medicaid Waiver and Presumptive Eligibility for Pregnant Women program processing, and provides backup medical records support.

The role develops and administers policies and procedures for client intake, medical records, and client financials; conducts quality assurance reviews; analyzes clinic activity and data; prepares reports; reviews billing slips; resolves complaints; and supports staff with front-desk, switchboard, appointment-desk, and records-room duties as needed. It is responsible for protecting confidential and public-record information and maintaining appropriate data integrity and access. Emergency duty outside normal work hours or days may be required.

Requirements

• Must have a Florida driver license.
• Must be able to learn and communicate effectively in English, orally and in writing.
• Must complete required security background check and/or drug screening and participate in direct deposit.
• Must complete Form I-9 and employment eligibility verification through E-Verify.
• Must meet applicable Selective Service registration or exemption requirements for male applicants born on or after October 1, 1962.
• Must demonstrate knowledge and skills in personnel resource management, judgment and decision-making, financial resource management, service orientation, social perceptiveness, coordination, speaking, writing, reading comprehension, active listening, information gathering, time management, critical thinking, implementation planning, and related organizational and administrative functions.

Nice To Haves

• At least one year of customer service experience.
• At least one year of office experience.
• At least one year of supervisory experience.

Responsibilities

• Supervise, motivate, train, evaluate, and direct clerical and support staff, including developing performance expectations and conducting performance reviews.
• Plan staff work, maintain vacation and work schedules, ensure appropriate coverage, and complete or approve timesheets and employee activity reports.
• Initiate or effectively recommend personnel actions, including hiring, assignments, rewards, discipline, and other actions.
• Manage clerical and administrative support functions for Hernando County Health Department Clinic intake areas in Brooksville and Spring Hill.
• Ensure client intake, financial eligibility determination, scheduling, cashiering, and related support functions are provided.
• Build, maintain, and update clinic schedules in the Health Management System (HMS).
• Train and cross-train staff, rotate staff to maintain proficiency, and ensure training is completed within established time frames.
• Serve as Refugee Health Coordinator, including training staff, qualifying patients, and completing financial reporting.
• Mentor Clinic Services staff on quality improvement and manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program applications.
• Provide backup medical-records support, including processing records and authorizations to disclose.
• Monitor and coordinate patient flow using JTech software, and coordinate staffing with nursing and administrative leadership.
• Communicate regularly with staff individually and in meetings; resolve complaints and ensure customer questions are answered.
• Follow State of Florida Purchasing Card guidelines as the cardholder.
• Serve as a liaison with other Hernando County Health Department departments and provide technical assistance as needed.
• Fill in for subordinate staff and assist with front desk, switchboard, appointment desk, records-room, workload, and clinic scheduling duties.
• Conduct quality assurance checks and surveys; prepare monthly, quarterly, or annual reports as requested.
• Review billing slips for accuracy and completeness before submission to Fiscal, and analyze clinic flow activities and data to support planning and service utilization.
• Develop, maintain, administer, interpret, and communicate approved written policies and procedures for client intake, medical records, and client financials.
• Attend available training seminars and classes to maintain and improve competency.
• Protect confidentiality, data integrity, and appropriate access for confidential and public-record information in hard-copy and electronic formats.
• Perform other related duties as required or requested.
• Perform emergency duty before, during, or beyond normal work hours or days when required.

Benefits

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

What This Job Offers

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