Records Specialist

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Requisition No:882760

Agency:
Department of Health

Working Title:

RECORDS SPECIALIST -

Applicants accepted only from Department of Health employees, (includes OPS, Career Service, SES or SMS employees). Applicants will not be accepted from outside of the department.

Class

Title:

Records Specialist

Position Number:

** DOH – Orange is a tobacco free agency.

** This advertisement may be used to fill future vacancies as they become available.

*
* NOTE:

Your responses to qualifying questions for this position must be verifiable by documentation provided through the electronic application process. **

This position assists daily operations of issuing birth and death certificates, ensuring compliance with Florida Statutes, Chapter 382. This position will assist funeral directors in resolving issues related to physician delays or reluctance in completing death certificates. Ensuring birth certificates are processed in compliance with statutory requirements. Upholding strict confidentiality of sensitive information in accordance with state and federal laws, as well as Department of Health Information Security Policies, Protocols, and Procedures.

Ensure all staff issue records based on Florida Statute 382. Provide liaison support with the public, hospitals, funeral homes, county medical examiner office, midwives, birthing centers, and medical community in a professional manner. Assists in the filling of original birth records for home deliveries.

Acts as backup for receiving safety paper. Daily review of Doc Sequence and audit control logs to confirm the correct range of safety paper is inserted and removed from printers. Daily verification that all unused safety paper is removed from printers and copiers and secured. The E-vitals program, safety paper usage, missing document tracking, and void reports, are to be accurately recorded.

Assist with monthly audits to maintain compliance and accountability with the Safety Paper Inventory.

Responsible for purchasing supplies using a P-card and My Florida Market Place. Assure the goods are purchased and distributed according to DOH guidelines. Performs approvals and reconciliation through FLAIR, WORKS, STMS, and MFMP daily (as needed).

Review daily Tax Collector site(s) reports to verify safety paper usage, missing document tracking and void reports by the Tax Collector are accurate. Reports discrepancies to manager or supervisor before end of day, so that corrections can be made. Works with the Tax Collector staff to correct any errors. Verifies that all safety paper issued/voided, and monies collected, balance for the entire month.

Serves as liaison to assigned Tax Collector site(s) by answering questions via phone relating to birth certificate issuance.

Data metrics to be collected, reviewed, and presented (as needed) for action. Includes, but not limited to, Lobby Management System, Hayes (or similar telephone system), eVitals, Vital Check, or any other data system used within the department.

Will perform other duties as needed.

Ability to understand and properly apply rules, regulations, policies and procedures applicable to the Vital Statistics program and local County.

Ability to communicate effectively verbally and in writing.

Ability to establish and maintain effective records maintenance and file management systems; ability to read, update and maintain various records and files. Ability to communicate effectively.

Proficient in Excel. If not proficient in DOH Budgetary applications - learn how to use related budgetary reporting tools, applications.

Ability to communicate effectively verbally and in writing. The ability to use the Electronic Birth and Death Registration System (evitals) and Vital Chek.

Ability to establish and maintain effective records maintenance and file management systems.

Skill in operating a personal computer, Microsoft Windows,…