State of Florida · 1 week ago
DOCUMENT SPECIALIST SUPERVISOR - SES - 64041156
Brooksville, FL
Full-time
Onsite
Mid, Senior Level
$36K/yr - $38K/yr
1+ years expThe State of Florida is seeking a Document Specialist Supervisor to oversee supervisory responsibilities within the Department of Health. This role involves managing clerical staff, ensuring effective client intake processes, and maintaining quality assurance in medical records.
Government Administration
Responsibilities
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
This position is responsible for managing clerical staff in the administrative support functions of the Hernando County Health Department Clinic intake area(s)
Develops long-range departmental plans, coordinates activities, and implements procedures to improve customer service and productivity
Responsible for the security of medical records and quality assurance and review activities
Responsible for initiating all associated personnel actions or effectively recommends such actions be processed as required
This position works in the Brooksville and the Spring Hill clinic
Directly responsible for ensuring that client intake, financial eligibility determination, scheduling, cashiering, and any and all support functions are provided by the intake area(s) staff
Ensures that clinic schedules in Health Management System are built, maintained, updated as indicated
Directly supervises medical records staff and support staff including but not limited to: Interviewing Clerks, Senior Clerk, Public Assistance Specialist, Senior Clerical Specialist, and Records Technicians
Trains employees in methods for performing an effective and efficient job, including the use of computers
Ensures staff is completely trained in their individual areas of responsibility within established time frames
Cross-trains subordinate staffing in all areas of responsibility and programs; staff is rotated to allow them to maintain proficiency
Refugee Health Coordinator including training staff, qualifying patients, financial reporting
QI mentor for Clinic Services staff
Manage staff processing of Medicaid Waiver Program and Presumptive Eligibility for Pregnant Women program (PEPW)
Acts as back up to Medical Records Tech, process medical records, authorization to disclose
HMS clinic schedule maintenance
Patient Flow control and coordination
This includes monitoring and acting as manager with patient flow software (JTech)
Scheduling appropriate staff and working in tandem with nursing supervisor, Director of Nursing and Administrative Services Director to ensure a quality patient experience completed in the most efficient manner
Timely certification of staff EARs as well as timely approval of personal EARs reports in HMS
Communicates with staff on a regular basis both individually and in staff meetings
Follows guidelines as set forth for the use of the State of Florida Purchasing Card as the holder and use of a Purchasing Card
Resolves complaints and ensures that customer questions are answered
Consults with supervisor and acts as liaison with other Hernando CHD departments, providing technical assistance to others as needed
Fills in for subordinate staff as needed, assisting staff with heavy workloads and clinic schedules
Works front desk, switchboard, appointment desk, and in records room, to ensure accuracy and completion of task assigned to subordinate staff along with maintaining quality, quantity, and efficient services to both internal and external customers
Implements and performs quality assurance checks and surveys regarding all programs and staff duties
Prepares monthly, quarterly, or annual reports as requested
Reviews all billing slips for errors upon return to the Clerk at exit, verifying accuracy and completeness prior to submission to Fiscal
To aid in planning and service utilization, reviews and analyzes clinic flow activities and data by breaking down information and data into separate parts and weighing the relative costs and benefits
This position develops, maintains, and administers written and approved policies and procedures for client intake, medical records, and client financials
Interprets and communicates policies
Attends training seminars and classes as they become available to maintain and improve competency in all areas
Performs Other Related Duties As Required Or Requested
Responsible for securing the designated information set for the purposes of protecting confidentiality, data integrity, and appropriate access, for all information both confidential and public record, which is stored in hard copy or electronic formats
Qualification
Required
Management of Personnel Resources - Motivating, developing, and directing people as they work, identifying the best people for the job
Judgment and Decision Making - Weighing the relative costs and benefits of a potential action
Management of Financial Resources - Determining how money will be spent to get the work done, and accounting for these expenditures
Service Orientation - Actively looking for ways to help people
Social Perceptiveness - Being aware of others' reactions and understanding why they react the way they do
Coordination - Adjusting actions in relation to others' actions
Speaking - Talking to others to effectively convey information
Writing - Communicating effectively with others in writing as indicated by the needs of the audience
Reading Comprehension - Understanding written sentences and paragraphs in work related documents
Active Listening - Listening to what other people are saying and asking questions as appropriate
Information Gathering - Knowing how to find information and identifying essential information
Time Management - Managing one's own time and the time of others
Critical Thinking - Using logic and analysis to identify the strengths and weaknesses of different approaches
Identifying Downstream Consequences - Determining the long-term outcomes of a change in operations
Implementation Planning - Developing approaches for implementing an idea
Identification of Key Causes - Identifying the things that must be changed to achieve a goal
Visioning - Developing an image of how a system should work under ideal conditions
Administration and Management - Knowledge of principles and processes involved in business and organizational planning, coordination, and execution. This may include strategic planning, resource allocation, manpower modeling, leadership techniques, and production methods
Personnel and Human Resources - Knowledge of policies and practices involved in personnel/human resource functions
Education and Training - Knowledge of instructional methods and training techniques including curriculum design principles, learning theory, group and individual teaching techniques, design of individual development plans, and test design principles
Economics and Accounting - Knowledge of economic and accounting principles and practices, the financial markets, banking, and the analysis and reporting of financial data
Mathematics - Knowledge of numbers, their operations, and interrelationships including one or more of the following: arithmetic, algebra, geometry, calculus, statistics, and their applications
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Law, Government and Jurisprudence - Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process
Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services including needs assessment techniques, quality service standards, alternative delivery systems, and customer satisfaction evaluation techniques
Public Safety and Security - Knowledge of some or all the following: weaponry, public safety, security operations, rules, regulations, precautions, prevention, protection of people, data and property
Preferred
Have a minimum of one year customer service experience
Have a minimum of one year office experience
Have a minimum of one year Supervisory experience
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
And more!
Company
State of Florida
The State of Florida is an online telephone and email directory for state government agencies and employees in Florida.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Richard Herstein, MD, MHA, MBA
Chief Hospital Administrator (CEO) and Chief Medical Officer (CMO)
Jimmy Patronis
Chief Financial Officer
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