DOCUMENT SPECIALIST SUPERVISOR - SES - 64041156

State of Florida • Brooksville, FL

1d • $36,000 - $38,000

About The Position

This position spends the majority of the time engaged in supervisory responsibilities. This includes communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work. The incumbent has the authority to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. The incumbent will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.
This position is responsible for managing clerical staff in the administrative support functions of the Hernando County Health Department Clinic intake area(s). Develops long-range departmental plans, coordinates activities, and implements procedures to improve customer service and productivity.  Responsible for the security of medical records and quality assurance and review activities. Responsible for initiating all associated personnel actions or effectively recommends such actions be processed as required.
This position works in the Brooksville and the Spring Hill clinic.  Directly responsible for ensuring that client intake, financial eligibility determination, scheduling, cashiering, and any and all support functions are provided by the intake area(s) staff.  Ensures that clinic schedules in Health Management System are built, maintained, updated as indicated.   
Directly supervises medical records staff and support staff including but not limited to: Interviewing Clerks, Senior Clerk, Public Assistance Specialist, Senior Clerical Specialist, and Records Technicians.  Trains employees in methods for performing an effective and efficient job, including the use of computers.  Ensures staff is completely trained in their individual areas of responsibility within established time frames.  Cross-trains subordinate staffing in all areas of responsibility and programs; staff is rotated to allow them to maintain proficiency.
Refugee Health Coordinator including training staff, qualifying patients, financial reporting.
QI mentor for Clinic Services staff.  Manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program (PEPW). 
Acts as back up to Medical Records Tech, process medical records, authorization to disclose.
HMS clinic schedule maintenance.
Patient Flow control and coordination.  This includes monitoring and acting as manager with patient flow software (JTech).  Scheduling appropriate staff and working in tandem with nursing supervisor, Director of Nursing and Administrative Services Director to ensure a quality patient experience completed in the most efficient manner.
Timely certification of staff EARs as well as timely approval of personal EARs reports in HMS. 
Communicates with staff on a regular basis both individually and in staff meetings. 
Follows guidelines as set forth for the use of the State of Florida Purchasing Card as the holder and use of a Purchasing Card.
Resolves complaints and ensures that customer questions are answered.  Consults with supervisor and acts as liaison with other Hernando CHD departments, providing technical assistance to others as needed. 
Fills in for subordinate staff as needed, assisting staff with heavy workloads and clinic schedules. Works front desk, switchboard, appointment desk, and in records room, to ensure accuracy and completion of task assigned to subordinate staff along with maintaining quality, quantity, and efficient services to both internal and external customers.
Implements and performs quality assurance checks and surveys regarding all programs and staff duties. Prepares monthly, quarterly, or annual reports as requested.  Reviews all billing slips for errors upon return to the Clerk at exit, verifying accuracy and completeness prior to submission to Fiscal.  To aid in planning and service utilization, reviews and analyzes clinic flow activities and data by breaking down information and data into separate parts and weighing the relative costs and benefits.
This position develops, maintains, and administers written and approved policies and procedures for client intake, medical records, and client financials.  Interprets and communicates policies.
Attends training seminars and classes as they become available to maintain and improve competency in all areas.
Performs other related duties as required or requested.
Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information both confidential and public record, which is stored in hard copy or electronic formats.

Requirements

• Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job.
• Judgment and Decision Making - Weighing the relative costs and benefits of a potential action.
• Management of Financial Resources - Determining how money will be spent to get the work done, and accounting for these expenditures.
• Service Orientation - Actively looking for ways to help people.
• Social Perceptiveness - Being aware of others' reactions and understanding why they react the way they do.
• Coordination - Adjusting actions in relation to others' actions.
• Speaking - Talking to others to effectively convey information.
• Writing - Communicating effectively with others in writing as indicated by the needs of the audience.
• Reading Comprehension - Understanding written sentences and paragraphs in work related documents
• Active Listening - Listening to what other people are saying and asking questions as appropriate.
• Information Gathering - Knowing how to find information and identifying essential information.
• Time Management - Managing one's own time and the time of others.
• Critical Thinking  - Using logic and analysis to identify the strengths and weaknesses of different approaches.
• Identifying Downstream Consequences - Determining the long-term outcomes of a change in operations
• Implementation Planning - Developing approaches for implementing an idea.
• Identification of Key Causes - Identifying the things that must be changed to achieve a goal.
• Visioning - Developing an image of how a system should work under ideal conditions.
• Administration and Management - Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods.
• Personnel and Human Resources - Knowledge of policies and practices involved in personnel/human resource functions.
• Education and Training - Knowledge of instructional methods and training techniques including curriculum design principles, learning theory, group and individual teaching techniques, design of individual development plans, and test design principles.
• Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data.
• Mathematics - Knowledge of numbers, their operations, and interrelationships including one or more of the following:  arithmetic, algebra, geometry, calculus, statistics, and their applications
• English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Law, Government and Jurisprudence - Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process
• Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques.
• Public Safety and Security - Knowledge of some or all the following: weaponry, public safety, security operations, rules, regulations, precautions, prevention, protection of people, data and property

Nice To Haves

• Have a minimum of one year customer service experience.
• Have a minimum of one year office experience.
• Have a minimum of one year Supervisory experience.

Responsibilities

• Communicating with, motivating, training, and evaluating employees in addition to planning and directing employees' work.
• Develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensuring proper coverage, and complete timesheets.
• Managing clerical staff in the administrative support functions of the Hernando County Health Department Clinic intake area(s).
• Develops long-range departmental plans, coordinates activities, and implements procedures to improve customer service and productivity.
• Responsible for the security of medical records and quality assurance and review activities.
• Ensuring that client intake, financial eligibility determination, scheduling, cashiering, and any and all support functions are provided by the intake area(s) staff.
• Ensures that clinic schedules in Health Management System are built, maintained, updated as indicated.
• Directly supervises medical records staff and support staff including but not limited to: Interviewing Clerks, Senior Clerk, Public Assistance Specialist, Senior Clerical Specialist, and Records Technicians.
• Trains employees in methods for performing an effective and efficient job, including the use of computers.
• Cross-trains subordinate staffing in all areas of responsibility and programs; staff is rotated to allow them to maintain proficiency.
• Refugee Health Coordinator including training staff, qualifying patients, financial reporting.
• QI mentor for Clinic Services staff.
• Manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program (PEPW).
• Acts as back up to Medical Records Tech, process medical records, authorization to disclose.
• HMS clinic schedule maintenance.
• Patient Flow control and coordination.
• Timely certification of staff EARs as well as timely approval of personal EARs reports in HMS.
• Communicates with staff on a regular basis both individually and in staff meetings.
• Follows guidelines as set forth for the use of the State of Florida Purchasing Card as the holder and use of a Purchasing Card.
• Resolves complaints and ensures that customer questions are answered.
• Consults with supervisor and acts as liaison with other Hernando CHD departments, providing technical assistance to others as needed.
• Fills in for subordinate staff as needed, assisting staff with heavy workloads and clinic schedules.
• Works front desk, switchboard, appointment desk, and in records room, to ensure accuracy and completion of task assigned to subordinate staff along with maintaining quality, quantity, and efficient services to both internal and external customers.
• Implements and performs quality assurance checks and surveys regarding all programs and staff duties.
• Prepares monthly, quarterly, or annual reports as requested.
• Reviews all billing slips for errors upon return to the Clerk at exit, verifying accuracy and completeness prior to submission to Fiscal.
• Reviews and analyzes clinic flow activities and data by breaking down information and data into separate parts and weighing the relative costs and benefits.
• Develops, maintains, and administers written and approved policies and procedures for client intake, medical records, and client financials.
• Interprets and communicates policies.
• Attends training seminars and classes as they become available to maintain and improve competency in all areas.
• Performs other related duties as required or requested.
• Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information both confidential and public record, which is stored in hard copy or electronic formats.

Benefits

• 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
• Flexible Spending Accounts;
• Tuition waivers;

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees