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Posted: Monday, August 28, 2017 2:52 AM

RECORDS SPECIALIST - 64003535 Date:Aug 27, 2017 Location:DELRAY BEACH, FL, US, 33445 Apply now " The State Personnel System is an E-Verify employer. For more information click on ourE-Verify website. Requisition No: 16815 Agency: Department of Health Working Title: RECORDS SPECIALIST - 64003535 Position Number: 64003535 Salary: $26,748.02 Posting Closing Date: 08/30/2017 Open Competitive Opportunity Duties and Responsibilities This is a highly responsible position in the Florida Department of Health, Palm Beach County, HIV/AIDS Program, AIDS Drug Assistance Program (ADAP), at the Delray Beach Health Center, under the supervision of an Operations & Management Consultant I. Incumbent performs ADAP duties and responsibilities in accordance with the ADAP Assistance Manual, and processes clients by timely enrolling them ensuring completeness and accuracy. Incumbent provides general information to clients and interacts with different people from varied backgrounds and different situations; this position requires direct public contact. As directed by the State ADAP office, performs internal screening of clients for approved ADAP Marketplace policies and verifies plan selection. Coordinates the activities of the Senior Clerks in the absence of the supervisor and provides technical assistance to the HIV/AIDS Program Coordinator, as requested and as needed. Incumbent will utilize several components of the Health Management System (HMS), including the Electronic Health Record (EHR), and Provide System to facilitate patient activity. Incumbent will determine eligibility for ADAP by verifying lab results in HMS and Medicaid eligibility status in FMMIS. Incumbent will utilize HCD for the purposes of determining HCD eligibility. Incumbent will utilize the statewide ADAP system and Provide System (maintained by the DOH Central Pharmacy in Tallahassee) to perform all ADAP client and programmatic functions. Also, uses HMS for the purpose of entering EARS. Incumbent utilizes MyFloridaMarketPlace to submit requisitions for ADAP office supplies. This is designated as a sensitive position and the position is required to maintain confidential information in accordance with the DOH Security and Privacy Policy and the Palm Beach County Health Department Information Security and Privacy Procedures. This position may view, update or release information, and has access to the following sets of confidential information: Clinical Information, and HIV/AIDS Case Reporting and Surveillance. Incumbent is expected to communicate, by phone and in person, in a courteous and professional manner at all times. Incumbent works and communicates with clients in English to satisfy their expectations. Communicates with courtesy, respect and understanding at all times when interacting with clients, the public and DOH staff. Fosters teamwork and strengthens effective working relationships. Incumbent is responsible for enrolling clients into the ADAP program referred by the Centers and private providers. Performs the following Direct Services: A) Registers and updates client information into the statewide ADAP tracking system; B) Conducts interviews to determine eligibility for ADAP and other part B General Revenue-funded services; C) Performs record searches to determine client ADAP eligibility; D) Tracks client eligibility, re-determination dates, and adherence; E) Serves as resource person for clients assisting them in accessing and utilizing community partners to provide information on ADAP policies and procedures and eligibility requirements, and to ensure awareness of program and maximized usage thereof; and G) Provides secondary prevention information as needed. Determines eligibility for ADAP by verifying lab results in HMS and Medicaid eligibility status in FMMIS. Verifies income eligibility and makes payment determination by use of ADAP sliding fee scale. Provides referrals to clients unable to qualify for ADAP to community partners, eg HCD, FoundCare/CAP, or Compass. Check if client has insurance, eg Medicaid, Medically needy, Medicare, HMO or other insurance. Performs EHR record search to check for appropriate labs in order to assure client records are kept updated, and notifies clients of expiring Notice of Eligibility (NOE), labs and prescriptions. Issues client specific medications in ADAP office sites and maintains an ongoing inventory system, storing and receiving of medications, pursuant to State regulations. Distributes patient drug information sheets with medications. Accesses the Provide System to track RX sent by the DOH Central Pharmacy in Tallahassee. During open and special qualifying enrollment periods, as directed by the State ADAP office, performs internal screening of clients for approved ADAP Marketplace policies and verifies plan selection. Revise ADAP client files every re-enrollment (6 months) to ensure files contain required documentation for determining client eligibility. Required program documentation include: a) Ryan White Core Eligibility Letter; b) DH 3203, Authorization for Non-Routine Disclosure Form, (if needed); c) DH 3204, Initiation of Services; d) DH 2058 Client Information Form; e) DOH Consent to Fax Form, (if needed); f) DOH 150-741 Notice of Privacy Practice Form; g) CD4+ test resists h) Viral load test results; i) Prescription Dispensing Authorization Forms; j) Enrollment and re-enrollment forms; k) Insurance Waiver Forms and supporting documentation, (if applicable); and l) All notice letters. Maintains back-up hard copy files of all reports for audit purposes. Processes clients efficiently and timely to assure a consistent flow. Schedules return appointment. Reports immediately to ADAP Supervisor, or designee, any client problems/complaints. Ensures that ADAP Supervisor is informed of all ADAP-drug-related issues in Palm Beach County. Assists other ADAP staff in resolving ADAP issues/problems/questions, as needed. Responds to requests for technical assistance. Travels county wide to assist and fill in for all ADAP staff at all clinics sites, in Palm Beach County. Administers client surveys, as needed and as requested by the State or by local program. Coordinates and manages the ADAP office ensuring office coverage, acting as an ADAP receptionist, greeting and routing visitors, and any other activity necessary to maintain office operations. Enter EARS on a daily basis. Answers all telephone calls promptly and courteously, directing clients to appropriate areas, submits timesheets in Peoples' First per requested guideline. Reads and utilizes e-mail daily to ensure proper communication between supervisor and co-workers related issues; has e-mail open and minimized on computer monitor. Coordinate and makes preparation for in-services and trainings for health department staff, Community members, and organizations/agencies, as requested and as needed. Attends educational courses/seminars each year, as funds are available, to update knowledge about HIV/AIDS, computers and budgetary issues. Participates in scheduled clinic team meetings, eg quality assurance (QA) record audits, and general staff meetings and in-services. Attends meetings, in-services and trainings, as needed and as requested. Performs other related duties as required. Knowledge, skills and abilities, including utilization of equipment, required for the position: + Ability to determine financial and medical eligibility + Ability to organize and maintain filing systems + Ability to work with individuals from diverse backgrounds and/or with medical disabilities + Ability to communicate effectively and professionally, verbally (on the phone and in person) and in writing + Skill to efficiently utilize computer software systems, including MS Office Word, Excel and Outlook applications + Ability to establish and maintain effective working relationships with others, and ability to work independently + Ability to work under very busy circumstances at times, to be able to multitask, to be flexible and to work with unexpected interruptions. + Demonstrates patience and understanding of patients' needs. + Ability to be responsible for accuracy, timeliness and thoroughness of own work and to perform such work in accordance with procedural and policy guidelines. + A minimum of 2 full time years of clerical experience in a medical or social services setting. Other job-related requirements for this position: + Incumbent may be required to work before, during and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limited to, responses to or threats involving any disaster or threat of disaster, man-made or natural. + Possession of a valid Florida Driver's license is required for this position. + Private automobile of incumbent is required for use in this position, expenses to be reimbursed on a per mileage basis. + Incumbent is expected to adhere to the agency dress policy. **NOTE: Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. This language simply takes the place of previous language used that referenced the "State of Florida" application** This position requires a security background check and/or drug screening and participation in direct deposit. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check. Male applicants born on or after October 1, 1962, will not be eligible for hire or promotion unless they are registered with the Selective Services System, (SSS), before their 26th birthday, or have a Letter of Registration from the SSS. For more information, please visit the SSS Florida has the third largest population of veterans in the nation with more than 1.5 million service men and women. The Florida Department of Health is committed to serving members of the United States Armed Forces, veterans and their families by encouraging them to apply for vacancies that fit their area of knowledge and/or expertise. Through the Departments VALOR program, which expedites licensing for military veterans, the Department also waives initial licensing and application fees for military veterans who apply for a health care professional license within 60 months of an honorable discharge. These initiatives help ensure that the transition from military service into the workforce is as smooth as possible and reflects our appreciation for the dedication devoted to protecting our country. This position is in the Career Service System. Pursuant to Chapter 295, Florida Statues, eligible veterans and spouses of veterans will receive preference in employment and are encouraged to apply. For applicants claiming Veterans' Preference, please attach your supporting documentation (eg: DD form 214 Member Copy #4) when you apply for vacancy. Applicants may also fax their supporting documentation to People First at 1-888-403-2110 by the closing date. If you are a retiree of the Florida Retirement System, (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be canceled, suspended or deemed ineligible depending upon the date of your retirement. The successful candidate will be required to complete the Form I-9 and that information will be verified using the E-Verify system. E-Verify is operated by the Department of Homeland Security in partnership with the Social Security Administration to verify employment eligibility. Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days. The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation. The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, FS, Drug-Free Workplace Act. VETERANS' PREFERENCE. Pursuant to Chapter 295, Florida Statutes, candidates eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. Candidates claiming Veterans' Preference must attach supporting documentation with each submission that includes character of service (for example, DD Form 214 Member Copy #4) along with any other documentation as required by Rule 55A-7, Florida Administrative Code. Veterans' Preference documentation requirements are available by clickinghere. All documentation is due by the close of the vacancy announcement. Nearest Major Market:Palm BeachNearest Secondary Market:Miami


• Location: West Palm Beach

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