RECORDS TECHNICIAN - 64084019

State of Florida • Pensacola, FL

53d • Onsite

About The Position

This is a responsible clerical position for the Immunization Clinic, under the direct supervision of the Public Health Services Manager E–SES. This position must demonstrate initiative and good judgment to organize, prioritize and complete assigned tasks.  Must maintain confidentiality regarding all client information.  Promotes the department as a positive, caring community organization through courteous behavior toward all clients and co-workers.  Conducts all Escambia County Health Department (Escambia CHD) business in a pleasant and courteous manner.  Keeps supervisor fully informed of activities, pertinent issues, upcoming events, and potential problems. Travel may be required.
Performs clerical work as required for the Immunization Clinic, Clinical Nursing Program. 1.    Operates and/or utilizes a wide variety of standard business and office machines and equipment including computers and computer programs such as Excel, Word, and Outlook. 2.    Operates telecommunications terminals facsimile (Fax), calculators, copiers, scanners, etc. 3.    Acts as the office receptionist, answers telephone and relays messages in a timely manner. 4.    Assists with check-in at Immunization Clinic check-in desk and Clinic daily report.  5.    Utilizes knowledge of Florida Shots (FL Shots) System and the Health Management System (HMS) scheduling to assist clients. 6.    Receives clients for appointments in a courteous and timely manner (check-in). 7.    Compiles and labels client documents appropriately. 8.    Assists nursing staff to maintain the clinic flow9.    Takes clear and concise messages and/or forwards calls using a multi-line phone.  10.    Registers clients into FL Shots, reviews immunization history, transfers out of state immunization records to FL Shots.11.    Faxes document, sets up appointments and on the completion of these tasks uses appropriate documentation. 12.    Provides clear and concise documentation in HMS or FLSHOTS and coordinates follow-up actions with nurses. 13.    Scans and attaches immunization records and support documents into the HMS system. 14.    Uses outlook email and calendar to keep abreast of upcoming events and communicate with supervisor regarding leave requests. 15.    Maintains adequate supply of Vaccine Information Statements (VIS) copies for nurses. 16.    Prepares patient reminder letters monthly for mail out.17.     Handles returned mail and documents appropriately.  18.    Monitors office supplies and submits supply requests to the Public Health Services Manager E–SES.
Prepares clinic area for clinic service 1.    Maintains educational folders for clinical area2.    Prepares medical supply requisitions monthly and stores supplies in assigned locations.  3.    Assists nursing staff as needed for end of the day inventory of vaccinations4.    Assists with inventory and stocking of medical and office supplies and documents on supply sheets.  5.    Keeps clinic/lobby area clean and free from hazards for clients.  
OTHER RELATED DUTIES:  Other related duties, which may include clinic and emergency assignments as required. Participates in In-service and staff development programs related to job performance.

Requirements

• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods for organizing and presenting data.
• Ability to conduct meetings and to make presentations.
• Ability to collect, record and analyze data relating to records or operational procedures.
• Ability to utilize problem-solving techniques.
• Ability to prepare reports.
• Ability to make decisions in a timely manner.
• Ability to understand and apply applicable rules, regulations, policies, and procedures.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Minimum 1-3 years experience working in a medical office.

Responsibilities

• Performs clerical work as required for the Immunization Clinic, Clinical Nursing Program.
• Operates and/or utilizes a wide variety of standard business and office machines and equipment including computers and computer programs such as Excel, Word, and Outlook.
• Operates telecommunications terminals facsimile (Fax), calculators, copiers, scanners, etc.
• Acts as the office receptionist, answers telephone and relays messages in a timely manner.
• Assists with check-in at Immunization Clinic check-in desk and Clinic daily report.
• Utilizes knowledge of Florida Shots (FL Shots) System and the Health Management System (HMS) scheduling to assist clients.
• Receives clients for appointments in a courteous and timely manner (check-in).
• Compiles and labels client documents appropriately.
• Assists nursing staff to maintain the clinic flow
• Takes clear and concise messages and/or forwards calls using a multi-line phone.
• Registers clients into FL Shots, reviews immunization history, transfers out of state immunization records to FL Shots.
• Faxes document, sets up appointments and on the completion of these tasks uses appropriate documentation.
• Provides clear and concise documentation in HMS or FLSHOTS and coordinates follow-up actions with nurses.
• Scans and attaches immunization records and support documents into the HMS system.
• Uses outlook email and calendar to keep abreast of upcoming events and communicate with supervisor regarding leave requests.
• Maintains adequate supply of Vaccine Information Statements (VIS) copies for nurses.
• Prepares patient reminder letters monthly for mail out.
• Handles returned mail and documents appropriately.
• Monitors office supplies and submits supply requests to the Public Health Services Manager E–SES.
• Maintains educational folders for clinical area
• Prepares medical supply requisitions monthly and stores supplies in assigned locations.
• Assists nursing staff as needed for end of the day inventory of vaccinations
• Assists with inventory and stocking of medical and office supplies and documents on supply sheets.
• Keeps clinic/lobby area clean and free from hazards for clients.
• Other related duties, which may include clinic and emergency assignments as required.
• Participates in In-service and staff development programs related to job performance.

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
• Number of Employees: 1,001-5,000 employees