RECORDS MANAGEMENT ANALYST - SES - 64034090

State of Florida • Gainesville, FL

6d • Onsite

About The Position

Supervises work of subordinates and orients them to general policies, programs, and procedures. Advises staff on problems arising in the work setting. Ensures appropriate procedures are followed. Evaluates employees by establishing criteria and responsibilities. Communicates with employees both individually and in staff meetings. Motivates employees to improve the quality and quantity of work performed. Directs the workloads of employees to ensure maximum use of time and resources. Supervises direct reports including motivating, training, providing guidance, and direction. Develop expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed. Maintains vacation and work schedules to ensure proper coverage and completes timesheets. Ensure all staff complete required training and are offered additional training.
Analyzes current procedures, identifies organization difficulties which hinder clinic flow. Apprises supervisor of trends and develops procedural changes to correct identified difficulties. Implements said changes upon approval of the Office Ops Manager II. Tracks department productivity and errors. Provides monthly report to the Operations Officer Manager II with error trends identified for training purposes. Provide corrective training on error trends identified.
Manages HEDIS measurements and adherence by working closely with Managed Care reps on HEDIS promotions, training clerks to understand HEDIS care gaps, ensuring clerks call/verify care gaps during down time, and assisting clinic and Office Ops Manager II with agenda completeness and accuracy.
Responsible for building and maintaining clinic schedules in HMS, primarily for Alachua and SW Clinics; however, may be required to assist at Main Site.
Responsible for maintaining TEAMS access for clinics and staff, including any new routing system(s) acquired in future.
Recruits, orients, and trains staff. Maintains updated position descriptions, coordinates work assignments, and ensures assignments are completed. Writes performance standards and completes performance appraisals. Evaluates employees by establishing criteria and responsibilities. Communicates with employees both individually and in staff meetings. Motivates employees to improve the quality and quantity of work performed when necessary.
Manages the Refugee Health Program (RHA) eligibility by ensuring clerk is reviewing country of origin, date of entry, type of entry, etc., collecting appropriate paperwork or reviews website for 1-94 documentation, updates alien number, schedules initial and follow-up appointments, immunization appointments, uses appropriate service codes to indicate status of client (i.e., no show, completed), checks clients in, and processes medical releases. Interprets and returns call for program. Assists clinic to determine if client has completed program and follows up with clients as needed.
Processes DOC billing, coordinates needed prescriptions and works with provider and business office to ensure information captured and processed appropriately. Assists with coding and billing as designated. Posts DOC Billing into HMS.
Lead RMLO for Alachua County health Department. Duties include be familiar with DOH Policy DOHP 250-6-18, implementing records management policies and procedures, overseeing records activities and authorizing disposal of records, and completing the RMLO Training in TRAIN within 30 days of appointment then every two years afterwards.
Back up credentialing for all medical and dental including new employees and renewals for current employees.
The incumbent has a need to access records containing SSNs for the performance of their duties, including updating/ correcting social security numbers for team and others who don't have access.
Incumbent is required to complete time sheet, work activity reports (EARs), and mandatory trainings. Trainings may be deemed mandatory by Agency, Statute, Grant, Program, or County Administrator.
Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which is stored in hard copy or electronic formats.
Performs all other duties assigned.

Requirements

• Knowledge of computer software (EHR, Microsoft Word, Excel, HMS, FLMMIS, FLSHOTS, AVAILITY, WAGES, 3rd party insurance websites).
• Strong customer service skills, ability to work with the public.
• Knowledge of Medical Release and electronic health records.
• Knowledge of HIPAA.
• Ability to work collaboratively within a team environment.
• Skilled at data entry.
• Detail oriented.
• A minimum of four (4) years of experience using computers and software programs such as Microsoft Word, Excel, and medical client databases.
• A minimum of four (4) years of experience working with the Florida Department of Health (DOH).
• A minimum of four (4) years of experience using HMS and FL Shots.
• A minimum of four (4) years of experience scheduling appointments within an electronic health record system.
• A minimum of four (4) years of experience verifying Florida Medicaid, Medicare, or third-party insurance coverage through FLMMIS, Availity, or other electronic systems.
• A minimum of one (1) year medical records release experience.

Nice To Haves

• Bilingual
• Vital Statistics Experience
• Cashiering Experience

Responsibilities

• Supervises work of subordinates and orients them to general policies, programs, and procedures.
• Advises staff on problems arising in the work setting.
• Ensures appropriate procedures are followed.
• Evaluates employees by establishing criteria and responsibilities.
• Communicates with employees both individually and in staff meetings.
• Motivates employees to improve the quality and quantity of work performed.
• Directs the workloads of employees to ensure maximum use of time and resources.
• Supervises direct reports including motivating, training, providing guidance, and direction.
• Develop expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.
• Maintains vacation and work schedules to ensure proper coverage and completes timesheets.
• Ensure all staff complete required training and are offered additional training.
• Analyzes current procedures, identifies organization difficulties which hinder clinic flow.
• Apprises supervisor of trends and develops procedural changes to correct identified difficulties.
• Implements said changes upon approval of the Office Ops Manager II.
• Tracks department productivity and errors.
• Provides monthly report to the Operations Officer Manager II with error trends identified for training purposes.
• Provide corrective training on error trends identified.
• Manages HEDIS measurements and adherence by working closely with Managed Care reps on HEDIS promotions, training clerks to understand HEDIS care gaps, ensuring clerks call/verify care gaps during down time, and assisting clinic and Office Ops Manager II with agenda completeness and accuracy.
• Responsible for building and maintaining clinic schedules in HMS, primarily for Alachua and SW Clinics; however, may be required to assist at Main Site.
• Responsible for maintaining TEAMS access for clinics and staff, including any new routing system(s) acquired in future.
• Recruits, orients, and trains staff.
• Maintains updated position descriptions, coordinates work assignments, and ensures assignments are completed.
• Writes performance standards and completes performance appraisals.
• Evaluates employees by establishing criteria and responsibilities.
• Communicates with employees both individually and in staff meetings.
• Motivates employees to improve the quality and quantity of work performed when necessary.
• Manages the Refugee Health Program (RHA) eligibility by ensuring clerk is reviewing country of origin, date of entry, type of entry, etc., collecting appropriate paperwork or reviews website for 1-94 documentation, updates alien number, schedules initial and follow-up appointments, immunization appointments, uses appropriate service codes to indicate status of client (i.e., no show, completed), checks clients in, and processes medical releases.
• Interprets and returns call for program.
• Assists clinic to determine if client has completed program and follows up with clients as needed.
• Processes DOC billing, coordinates needed prescriptions and works with provider and business office to ensure information captured and processed appropriately.
• Assists with coding and billing as designated.
• Posts DOC Billing into HMS.
• Lead RMLO for Alachua County health Department.
• Duties include be familiar with DOH Policy DOHP 250-6-18, implementing records management policies and procedures, overseeing records activities and authorizing disposal of records, and completing the RMLO Training in TRAIN within 30 days of appointment then every two years afterwards.
• Back up credentialing for all medical and dental including new employees and renewals for current employees.
• The incumbent has a need to access records containing SSNs for the performance of their duties, including updating/ correcting social security numbers for team and others who don't have access.
• Incumbent is required to complete time sheet, work activity reports (EARs), and mandatory trainings.
• Trainings may be deemed mandatory by Agency, Statute, Grant, Program, or County Administrator.
• Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which is stored in hard copy or electronic formats.
• Performs all other duties 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: Entry Level
• Education Level: No Education Listed