Senior Clerk

OCCUPATION PROFILE JOB FAMILY: OFFICE AND ADMINISTRATIVE SUPPORTOCCUPATIONAL GROUP: OFFICE AND ADMINISTRATIVE SUPPORTOCCUPATION:OFFICE CLERKS, GENERAL DESCRIPTION: This Senior Clerk position is assigned to the registration area at the Refugee Health Assessment Program. The incumbent performs a variety of clerical duties related to Clinical Administrative Support Services (CASS) and is cross trained among all the clerical areas of the clinic. Duties will vary and be assigned according to support service needs at any given time; the incumbent will be flexible, approachable and accept change readily. Incumbent will follow Health Insurance Portability and Accountability Act and information security regulations to ensure confidentiality and privacy of the client health information. Incumbent will establish good rapport with staff and clients and provide positive customer service. Incumbent is expected to adhere to established Health Department policies and procedures. Staff assignment of duty station, work hours and workdays may vary based on agency/unit needs. This position requires incumbent to speak English, Spanish and/or Creole.EXAMPLES OF WORK: Greets client, determines purpose of visit, directs client to specific destinations. Answers customers' questions, provides information. Schedules client appointments, maintain/ update appointment scheduler. Follows client check in processes, completes or provides for completion necessary forms and copies required client information, routes clients following procedures. Operates telephone system to answer, transfer calls, provide information, takes messages. Schedules, updates and confirms client appointments by telephone. Follows up all "no show" appointments by telephone and/or by correspondence to assure clients are re-scheduled. Records in Healthcare Management System comments provided by clients contacted. Interviews clients and verifies immigration documents to determine eligibility for services. Verifies Medicaid eligibility in FMMIS or other information systems. Safeguards the integrity of the database by ensuring that the client is properly registered and records are not duplicated in Healthcare Management System and Florida Shots System in accordance with policies and procedures. Prepares and witnesses consent forms and release of information on all clients as needed. Verifies and ensures that all required forms are correctly completed and signed by clients. Scans and files registration and clinical documents, picture identification and immunization records. Process returning clients for second or third doses of vaccines, open Florida Shots access client information and print vaccination records, make appointments if needed, print labels and assign to nurse. Operates office machines such as; computer, scanner, facsimile machine, phone switchboard, copy machine and calculator. Assures all supplies needed to perform the job are available in a daily basis. Face to face or by answering telephone greets client, determines purpose of visit/call, changing and verifying existing appointments requested by clients and provides them with the necessary information regarding the services that will be provided, answers customers' questions, provides information and routes client as per procedures. Attends the window in Medical Records with various requests from clients such as: Transfers in-state or out-of-state, request for copies of Immunization Records and Laboratory results. Processes release of information request ensuring that valid authorization has been given by the client or the client's legal representative; releases information to person and agencies according to policy and regulations. Protects the security of Medical Record/Electronic Health Record to ensure that confidentiality is maintained. Ensures that the medical record/Electronic Health Record is completed following policy and procedures including Department of Health Policy 380-1-09. Assures that all records are classified by the date to which they were registered in the Health Management system. Utilizes approved forms/screens. Scans each client's registration and /or clinical documents including Human Immunodeficiency Virus screening form and results into the Health Management System by category, attaching the scanned documents to the client's record in the Health Management System. Maintains hard copy records and pack/logs for storage. Follows the facility's retrieval and log out/in procedure to account for all records. EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES: Ability to use a computer Ability to use office equipment such as photocopy, facsimile machines, scanner, phone switchboard and calculator. Knowledge of basic computer in word processing and/or spreadsheets and/or accounting programs. Ability to interview clients. Ability to analyze data, solve problems independently and complete arithmetic calculations. Ability to be discrete and maintain strict confidentiality. Ability to communicate effectively in writing and verbally in English and Spanish or English and Creole to individuals or group individuals as indicated by the needs of the audience is required. Ability to enter data quickly and accurately into computerized database. Ability to initiate, work independently, highly organized and attentive to details. Ability to understand and apply applicable rules, regulations, policies and procedures. Ability to deal effectively with people, ability to establish and maintain effective working relationships. Excellent customer service skills are required to perform these duties. Ability to work in a multicultural / diversity environment Must have knowledge of Health Insurance Portability Accountability Act privacy rules (HIPPA). Must be able to lift up to 40 lbs. WORK SCHEDULE: Monday thru Saturday from 7:00 am to 6:00 pm. Hours of operation may vary, 40 hours per week. PREFERRED QUALIFICATIONS: High school diploma or equivalent / GED. Ability to read, write and communicate fluently in English, Spanish and/or Creole. SPECIAL NOTES: Internal Agency All responses provided to the qualifying questions for this vacancy advertisement must be verifiable on your State of Florida, Employment 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 Exemption from the SSS. For more information, please visit the SSS website: http://www.sss.gov 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. If you have any questions regarding this advertisement, please contact Frances Delgado @ (305) 643-7300. Please be ready to provide the position number. The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer and does not tolerate discrimination or violence in the workplace. Applicants requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or the People First Service Center (1-877-562-7287). 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, F.S., Drug-Free Workplace Act. VETERANS' PREFERENCE DOCUMENTATION REQUIREMENTS HAVE RECENTLY CHANGED. To obtain revised and updated information on Veterans' Preference documentation requirements, click here. Pursuant to Chapter 295, Florida Statutes, applicants eligible for Veterans' Preference will receive preference in employment for Career Service vacancies and are encouraged to apply. However, applicants claiming Veterans' Preference must attach supporting documentation with each application 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. All documentation is due by the close of the vacancy announcement. Applicants may also fax their supporting documentation to People First at 1-888-403-2110.