SENIOR CLERICAL SUPERVISOR - SES - 64002003

State of Florida • BONIFAY, FL

1d • Onsite

About The Position

This position requires the ability to take policies and procedures and direct clerical staff activities for Holmes and Washington CHDs. This position must work independently and be self-motivated. This position works under the direct supervision of the General Services Manager. 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, ensure proper coverage, and complete timesheets. Responsible for supervision of the staff and activities of the front office and ensuring adequate clerical support for both Holmes and Washington CHDs. Supervises the financial eligibility determination processes and the clerical activities assigned to the front office. As supervisor of the clerical staff, this position must motivate employees to improve the quality and quantity of work performed. Plan workloads, workflows, deadlines, work objectives and time utilization with employees. Train employees in methods for performing an effective and efficient job. Prioritize work and assign to employees.
Supervises cashiering functions of the front office for both Holmes and Washington CHDs. Reviews reports at close of financial day. Audits encounters and receipts weekly at both Holmes and Washington CHDs for accurate data input and billing. Completes Reconciliation Form for cash box when obtaining from secure, locked area for use for cashier duties.
Works with Environmental Health (EH) at both Holmes and Washington CHDs to enter services and payments into EH database per EH guidelines and requirements when customers present to front office. Receives training and updates as needed to accurately capture the data. Complete animal bite reports as needed and forward to appropriate staff.
Assures that Florida Breast and Cervical Cancer Program (FBCCP) packets are complete and scanned into HMS for both Holmes and Washington CHD’s and that services are entered correctly for reimbursement.
Runs Family Planning Unknown Income Report, Family Planning Missing Method Report, and Family Planning GH340 Report weekly and resolves any errors for both Holmes and Washington CHDs. Responsible for initiating care coordination and mailing letters to clients due for annual exams on a monthly basis.
Responsible for generating monthly no-show report for all providers, nurses, and clinics at both Holmes and Washington CHDs. Reports this information to the correct department heads.
Backup for clinic closure for both Holmes and Washington CHD clinics for meetings, conference calls, trainings, scheduled time off, etc.
Responsible for ensuring that noninsured visits for time periods after 90 days are monitored regularly for both Holmes and Washington CHDs for possible back billing due to receiving insurance.
Serves as primary Information Custodian for medical records information and front desk reception area for both Holmes and Washington CHDs. Monitors staff tasks involved with record handling to include scanning and timely processing. Responsible for maintaining information in accordance with state and federal statutes, rules, regulations and DOH policies. Responsible for Medical Records management for both Holmes and Washington CHDs. Responsible for safeguarding record retention and destruction. Responsible for maintenance of record rooms, both upstairs and downstairs. Assures compliance with regulations governing the release of information.
This position serves as the Vital Statistics Manager for both Holmes and Washington Counties and functions as the Chief Deputy Registrar for Vital Statistics. The role is responsible for coordinating all information from the Vital Statistics Office to all vital statistics users. Duties include managing all aspects of vital statistics operations such as safety paper control, error resolution, and ensuring daily vital statistics coverage at both the Holmes and Washington County Health Departments. This position is responsible for participating in Vital Statistics calls and distributing all updates to vital statistics users. Additionally, the role oversees all functions related to Vital Statistics, including system updates and any other tasks pertaining to vital records.
Assumes various responsibilities at both Holmes and Washington CHD’s as back up to front office clerical staff such as answering telephone, making appointments, interviewing clients, and verifying income and insurance eligibility for various programs within the health department, working up client charts, downloading faxes and distribute to the appropriate person or uploaded to client chart, scanning and attaching documents, appointment phone call reminders, and duties required to operate the front office on a day-to-day basis. Assures that medical records are in compliance and that the required front office forms are scanned and attached to the EHR properly.
Responsible for scheduling appointments with medical provider, follow-up after surgery, and authorizations for payments for Sterilizations at both Holmes and Washington CHDs. Assures that the criteria have been met within the specified time limits according to policies and procedures.
Performs other related duties as assigned.

Requirements

• Must possess and maintain a valid Driver’s License.
• High school diploma or equivalent.
• Knowledge of office procedures and practices.
• Knowledge of the principles of correct grammar usage.
• Knowledge of basic arithmetic.
• Ability to supervise people.
• Ability to plan, organize and coordinate work assignments.
• Ability to determine work priorities, assign work, and ensure completion of assignments.
• Ability to review work for accuracy and quality of content.
• Ability to train others.
• Ability to assess employee work performance.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.
• Ability to interpret rules, regulations, policies and procedures.
• Ability to perform basic arithmetical calculations.
• Ability to deal effectively with a variety of people.
• Ability to prepare reports and maintain records.
• Ability to learn and communicate effectively, orally and in writing, in English.

Nice To Haves

• Experience supervising multiple staff.
• One or more years working in a medical office setting with purchasing and medical billing experience.

Responsibilities

• Direct clerical staff activities for Holmes and Washington CHDs.
• Communicate with, motivate, train, and evaluate employees.
• Plan and direct employees' work.
• Develop performance expectations, meet with staff regularly to discuss performance, complete performance reviews, maintain vacation and work schedules, ensure proper coverage, and complete timesheets.
• Supervise the staff and activities of the front office and ensuring adequate clerical support for both Holmes and Washington CHDs.
• Supervise the financial eligibility determination processes and the clerical activities assigned to the front office.
• Motivate employees to improve the quality and quantity of work performed.
• Plan workloads, workflows, deadlines, work objectives and time utilization with employees.
• Train employees in methods for performing an effective and efficient job.
• Prioritize work and assign to employees.
• Supervise cashiering functions of the front office for both Holmes and Washington CHDs.
• Review reports at close of financial day.
• Audit encounters and receipts weekly at both Holmes and Washington CHDs for accurate data input and billing.
• Complete Reconciliation Form for cash box when obtaining from secure, locked area for use for cashier duties.
• Work with Environmental Health (EH) at both Holmes and Washington CHDs to enter services and payments into EH database per EH guidelines and requirements.
• Complete animal bite reports as needed and forward to appropriate staff.
• Assure that Florida Breast and Cervical Cancer Program (FBCCP) packets are complete and scanned into HMS for both Holmes and Washington CHD’s and that services are entered correctly for reimbursement.
• Run Family Planning Unknown Income Report, Family Planning Missing Method Report, and Family Planning GH340 Report weekly and resolve any errors for both Holmes and Washington CHDs.
• Initiate care coordination and mail letters to clients due for annual exams on a monthly basis.
• Generate monthly no-show report for all providers, nurses, and clinics at both Holmes and Washington CHDs and report this information to the correct department heads.
• Provide backup for clinic closure for both Holmes and Washington CHD clinics for meetings, conference calls, trainings, scheduled time off, etc.
• Ensure that noninsured visits for time periods after 90 days are monitored regularly for both Holmes and Washington CHDs for possible back billing due to receiving insurance.
• Serve as primary Information Custodian for medical records information and front desk reception area for both Holmes and Washington CHDs.
• Monitor staff tasks involved with record handling to include scanning and timely processing.
• Maintain information in accordance with state and federal statutes, rules, regulations and DOH policies.
• Manage Medical Records for both Holmes and Washington CHDs.
• Safeguard record retention and destruction.
• Maintain record rooms, both upstairs and downstairs.
• Assure compliance with regulations governing the release of information.
• Serve as the Vital Statistics Manager for both Holmes and Washington Counties and function as the Chief Deputy Registrar for Vital Statistics.
• Coordinate all information from the Vital Statistics Office to all vital statistics users.
• Manage all aspects of vital statistics operations such as safety paper control, error resolution, and ensuring daily vital statistics coverage at both the Holmes and Washington County Health Departments.
• Participate in Vital Statistics calls and distribute all updates to vital statistics users.
• Oversee all functions related to Vital Statistics, including system updates and any other tasks pertaining to vital records.
• Assume various responsibilities at both Holmes and Washington CHD’s as back up to front office clerical staff such as answering telephone, making appointments, interviewing clients, and verifying income and insurance eligibility for various programs within the health department, working up client charts, downloading faxes and distribute to the appropriate person or uploaded to client chart, scanning and attaching documents, appointment phone call reminders, and duties required to operate the front office on a day-to-day basis.
• Assure that medical records are in compliance and that the required front office forms are scanned and attached to the EHR properly.
• Schedule appointments with medical provider, follow-up after surgery, and authorizations for payments for Sterilizations at both Holmes and Washington CHDs.
• Assure that the criteria have been met within the specified time limits according to policies and procedures.
• Perform other related 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: Senior
• Education Level: High school or GED