Records Technician OPS - 60955439

Records Technician Ops - 60955439

The Florida Department of Children and Families (DCF) is the state of Florida's social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency's mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency. Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders. Northeast Florida State Hospital (NEFSH) is a 613-bed, licensed mental health treatment facility that provides person-centered services to adults suffering from severe and persistent mental illness. The hospital, located in Macclenny, was established in 1959 and is the largest state operated civil treatment facility.

Northeast Florida State Hospital is a tobacco free facility. To be considered for this position responses to the qualifying questions are required and must be verifiable based on your submitted application. This is a highly responsible and professional position serving as the Record Technician within Recovery Services. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply.

Specific duties and responsibilities include:

• Maintains health records for persons in treatment.
• Sorts and accurately files paperwork from the drop files into the Living Area Charts.
• Reviews order of record and strips paperwork as required, moving dated materials to the Master Record.
• Inspects chart to ensure they are clean and are in proper order according to established policies and procedures.
• Creates/opens record for new admission, ensuring all proper forms are available for the day of intake.
• Applies precaution labels to living area chart based on physician's orders.
• Is present on the day of admission and assists in the intake process.
• Upon discharge from the facility, ensures all final forms and reports are filed in the active chart, delivers closed record to the Health Information Services central office within required timeframes.
• Assists with custody of records following the death of a resident, transmitting records to Risk Management (nursing house manager will assume custody after hours).
• Assists the Psychiatrists with obtaining informed consents, emergency treatment orders (ETO), and court authorization for the use of psychotropic medications in accordance with NEFSH OP 14-06-01 and CFOP 155-1.
• Types all correspondence associated with the above processes and monitors the receipt of completed informed consents and court orders.
• Notifies the Hospital Attorney's Office, Medical Executive Director's Office and the Pharmacy Department when verbal informed consent or ETO is received.
• Ensures the informed consent worksheets, certified mail receipts and completed informed consents are correctly filed in the chart.
• Conducts quantitative, monthly review of clinical records to determine completeness, accuracy and conformance with hospital requirements and state and federal regulations that relate to both the provision of Medical Records services and the documentation practices of the staff.
• Provides monthly reports of charts audited and deficiencies found.
• Responds to requests from Social Services to reproduce Medical Packets for the people we serve, primarily in support of discharge actions.
• Maintains HIPAA log recording requestor, address and released items. Ensures proper release in place for distribution of this health information.
• Responsible for their related duties as assigned.

The job duties above are not intended to be a comprehensive list of duties and responsibilities of the position. The omission of specific job functions does not absolve an employee from being required to perform additional tasks incidental to or inherent in the job. Performance of lower-level duties may be required.

Knowledge, skills and abilities required for the position:

• Knowledge of the principles and techniques of effective communication.
• Knowledge of the methods for organizing and presenting data.
• Ability to conduct meetings and to make presentations.
• Ability to collect, record and analyze data relating to records or operational procedures.
• Ability to utilize problem-solving techniques.
• Ability to prepare reports.
• Ability to make decisions in a timely manner.
• Ability to understand and apply applicable rules, regulations, policies and procedures.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum qualifications: A high school diploma or its equivalent and three years of clerical experience. College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required experience.

Candidate profile (application) requirements: Candidate profile (application) must be complete in its entirety. Work history - entered with the most recent/current listed first: Any and all State of Florida jobs Any and all Florida University jobs All periods of employment Periods of unemployment Gaps 3 months or more* Education Volunteer experience Include supervisor names and phone numbers including current place of employment. * Gaps 3 months or more must be addressed – you will need to account for and explain any gaps in employment including unemployment. You can either list these in your application under Period of Employment or attach a word document listing your gaps. Experience, education, training, knowledge, skills and/or abilities as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications. If claiming Right to First Interview, candidate MUST attach a copy of your official layoff letter when applying. This only applies to employees laid off from Career Service positions. If you experience problems applying online, please call the People First Service Center at (877) 562-7287. Benefits of working for the State of Florida: Working for the State of Florida is more than a paycheck. The State's total compensation package for employees features a highly competitive set of employee benefits. For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF employment disclosures US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired. SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS). Verification of Selective Service registration will be conducted prior to hire. For more information, please visit the SSS website: http://www.sss.gov. RETIREE NOTICE 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 suspended or voided, and you required to repay all benefits received depending upon the date of your retirement. BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S. No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency. Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies. 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, F.S., Drug-Free Workplace Act.

Location: Macclenny, FL, US, 32063