OPERATIONS & MGMT CONSULTANT I - SES - 64029369

State of Florida • Lakeland, FL

16h • $42,000 - $50,000 • Onsite

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.

The incumbent is part of a global public health organization and is expected to support the Florida Department of Health in Polk County in its mission to protect, promote, and improve the health of all people in Florida through integrated state, county and community efforts and its vision to be the Healthiest State in the Nation. Furthermore, the incumbent is expected to incorporate the agency values of Innovation, Collaboration, Accountability, Responsiveness and Excellence in all aspects of their work.

This position is a SES Supervisor who is responsible for Clerical Operations (including registration, intake and billing) and Centralized Medical Records Department for the Polk County Health Department. Incumbent directly supervises Senior Clerks assigned to Clinic, and Medical Records as well as Records Specialist and Custodial Worker. Supervisory employees spend most of their time communicating with, motivating, training, and evaluating employees, planning and directing employees’ work, and who have the authority to hire, transfer, suspend, layoff, recall, promote, discharge, assign, reward, or discipline subordinate employees or effectively recommend such action. This position will also be required to develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensure proper coverage, complete and approve timesheets. The incumbent will develop and ensure policies and procedures are followed according to the Financial Eligibility Policy, Information Security, HIPAA and appointment guidelines.

Requirements

• Knowledge and ability to supervise people.
• Knowledge of agency policies and procedures
• Knowledge of general office procedures and practices.
• Knowledge of medical terminology necessary for scheduling medical appointments
• Knowledge of correct grammar usage.
• Knowledge of basic arithmetic.
• Knowledge and ability to use Microsoft Office Suite (Outlook, Word, and Excel)
• Knowledge of Information Security and HIPAA Policies and Guidelines
• Knowledge of Medicaid, Managed Care Companies, and other Third-Party Payors
• Knowledge of EHR and ability to learn DOH EHR systems including Report Portal.
• Skills to perform Leadership activities
• Ability to perform both soft and hard customer service skills
• Ability to understand Financial Eligibility requirements
• Ability to prepare reports and correspondence.
• Ability to plan, organize and coordinate work activities.
• Ability to develop and implement office procedures.
• Ability to review data for accuracy and completeness.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to develop and provide technical training
• Valid Florida Driver's License

Nice To Haves

• 2 years supervisory experience
• Experience handling cash payments
• Experienced in using Microsoft Office including MS Outlook, Teams and Excel

Responsibilities

• Prioritize, assign and arrange the duties of the clerical, and medical records staff
• Work along with and motivate all staff to complete all assigned tasks
• Monitor work for completion, accuracy and compliance with overall Department of Health Policies
• Prepare reports on all program activities.
• Provide clerical and medical records, staff training, performance appraisals.
• Approve leave, time sheets, and EARS.
• Evaluate employees through established evaluation criteria and meet with employees regularly to ensure the established criteria is met.
• Hire and take disciplinary action or effectively recommend such actions.
• Manage communication between clerical and medical records staff and Clinic Staff.
• Communicate on a regular basis with employees both individually and in staff meetings
• Encourage positive attitudes and good relationships among staff members
• Facilitate quality improvement in achieving customer satisfaction
• Prepare and oversee training guidelines/calendar for new staff to ensure productive transition
• Maintain HMS scheduling templates and adjust according to provider’s calendar
• Maintain confidentiality of the information in accordance with State and Federal statutes, rules, regulations and Department of Health Information Security Polices, Protocols and Procedures.
• Keep all staff abreast of any policy and form changes
• Ensure all Check-Ins are entered for billing according to policy
• Ensure adequate backups for all clerical support (billing, registration, check-in call center), i.e. cross training.
• Monitor billing module activities to ensure reimbursement for services and timely processing of Superbill.
• Monitor authorizations for services and referrals to outside resources.
• Performs billing duties and cash handling responsibilities as necessary in accordance with policy.
• Responsible for maintaining various monthly reports (family planning, EHR record audits, health vault audits, prenatal coding)
• Daily clinic rounds to ensure efficient/effective clerical services
• Communicate with nursing supervisors to ensure productive clinic flow.
• Ensures customer satisfaction.
• Responsible for maintenance of security and confidentiality of Medical Records.
• Keeps all staff abreast of any policy and/or form changes.
• Oversee the transfer of records from one unit to another ensuring documentation is accurate and complete.
• Perform spot checks of records to maintain control over the content and accuracy of the records.
• Ensure records are closed using proper agency codes.
• Ensure records are purged yearly.
• Ensure all filing is up to date.
• Oversee the maintenance of all logs related to Medical Records.
• The incumbent in this position will be an on-call employee subject to returning to work after normal business hours to fax as needed patient medical records to area hospitals.
• State purchasing card (P-card) holder to pay for supplies and services
• Process encumbered purchase invoices in accordance with policy
• Create yearly blanket orders in MFMP
• Create, monitor and maintain purchase requisitions for office and medical supplies
• Ensure supplies are ordered and/or replenished before depletion to prevent work stoppage
• Monitor office and medical supply inventory via spreadsheet
• Assist with the distribution of office and medical supplies to appropriate divisions
• Maintain vendor purchasing file/log
• Reconcile WORKS purchases monthly
• Process monthly utility bills
• Work closely with the finance department on budget management and coding
• Work closely with the finance office to ensure budgetary guidelines and projections are generated and monitored to maintain financial stability
• Monitor expenditures to remain within the approved budget
• Serve as fire marshal and safety coordinator
• Alarm, Badge, Building and Key custodian.
• Generate, submit and monitor Net Facilities work orders.
• Daily inspection of housekeeping and maintenance of interior and exterior (including parking lots) of entire facility.
• Ensure facility, all infrastructure and technology are functional and in working order.
• Monthly, Quarterly and Yearly inspections as required in accordance with policy and procedures.
• Monitor PEPW and Family Planning Waiver applications for accuracy and completeness.
• Maintain current job description and performance standards of all staff.
• Review, monitor, maintain and approve employees’ time and attendance.
• Partner with Nursing Supervisor to maintain daily clinical operations.
• Monitor compliance requirements of the Florida Administrative Code, Florida Computer Crimes Act and the Memorandum of Understanding.

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: Entry Level
• Education Level: No Education Listed