OFFICE OPERATIONS MANAGER II - SES - 64001837

State of Florida

5d • Onsite

About The Position

This is a supervisory Medical Records position for the Florida Department of Health, Collier County, Immokalee satellite office. The incumbent plans, supervises, and coordinates Health Information Management (HIM) and front-desk operations to ensure accurate, secure and efficient medical records, billing support and client services are in compliance with DOH and HIPAA requirements. 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. Contributes to the organization’s culture of performance excellence by actively seeking to improve personal and organizational performance through measurement, analysis, knowledge management, and processes improvements and participation in performance management committees, councils, and/or workgroups. Continuously demonstrates the Department’s ICARE values. This position reports directly to the Assistant County Health Department Director. This position ensures HIM operations support the Immokalee’s site clinical operation services, billing accuracy, regulatory compliance and the agency’s public health mission.

Requirements

• Medical records procedures and standards
• HIPAA and privacy rules
• automated HIM systems and basic medical billing
• Statutes related to records and confidentiality
• Quality improvement methods
• HMS functionality
• Procedure writing
• MS Word, Outlook, Excel, PowerPoint
• Data collection and analysis
• Performance metric development
• Training design and delivery
• Strong written and verbal communication
• Emotional intelligence and change management
• Fostering a healthy work environment
• Work independently
• Manage a medical records operation
• Plan and coordinate assignments
• Mentor and supervise staff
• Develop measurable goals and timelines
• Monitor program finances and procure supplies
• Enforce legal and ethical compliance
• Engage staff in continuous improvement
• Currently employed for the Flroida Department of Health.
• Valid Driver’s license and reliable transportation.
• Incumbent will have access to records containing social security numbers in the performance of job duties in accordance with DOHP-50-19-15.
• 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 or Red Cross 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.

Nice To Haves

• Four or more years of experience in medical records/health information.
• Experience using Health Management System (HMS).
• Experience with information security and privacy compliance.

Responsibilities

• Supervise, coach, mentor and evaluate front-desk staff; recruit, hire and discipline as needed.
• Conduct regular staff meetings, set work schedules, and ensure adequate coverage during absences and high-volume periods.
• Promote a unified “One Health Department” culture across Immokalee and Naples sites.
• Oversee front desk operations to ensure professional, courteous and efficient client services.
• Coordinate scheduling and staffing to maintain continuous high-quality reception services.
• Generates and analyzes monthly HMS (Health Management System) reports to perform quality assurance reviews.
• Serve as HIM custodian for Immokalee site; ensure accurate maintenance of physical and electronic records.
• Develop, document, and standardize HIM workflows and Internal Operating Procedures for records and front-desk functions; perform annual reviews.
• Ensure confidentiality and legal release of records in accordance with DOH rules and HIPAA.
• Respond to subpoenas, track all releases and legal correspondence and manage access controls.
• Oversee billing data entry, insurance verification, prior authorizations for Medicaid Managed Care, FMMIS eligibility checks and HMS services.
• Monitor claims processing, conducts audits, and coordinate with the billing hub to resolve discrepancies.
• Generate and analyze monthly HMS reports for QA; Identify trends and implement corrective training.
• Develop performance metrics, lead QI projects and integrate data-driven improvements into daily operations.
• Develops Internal Operating Procedure (IOP) for medical records and performs annual reviews.
• Monitors and evaluates billing hub performance metrics to ensure accuracy, timeliness, and compliance with standards.
• Collaborates to develop and implement strategies that improve operational efficiency and service delivery.
• Responsible for opening, closing and securing building.
• Oversee mail logging and distribution; review mail IOP annually.
• Coordinate vehicle mileage tracking, maintenance and monthly reconciliation with Accounts Payable.
• Scan and forward Stericycle receipts to Accounts Payable and manage copy machine supplies and maintenance
• Submit facilities work order requests including updates to safe combinations and door codes.
• Assists with key reconciliation.
• Maintain a clean, organized and welcoming lobby; perform routine walk-throughs.
• Assist General Services Specialist with custodial performance oversite and inspections.
• Assist Safety officer with safety and security site issues.
• Perform additional tasks as assigned to support clinic operations and agency priorities.
• Attends divisional staff meetings, billing hub performance meetings and performance management council meetings.
• Other duties as assigned.

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: Manager
• Education Level: No Education Listed