Requisition No: 829189

Agency: Department of Health

Working Title: STAFF ASSISTANT - 64026784

Pay Plan: Career Service

Position Number: 64026784

Salary: $32,760.00 - $34,000.00

Posting Closing Date: 05/20/2024

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Your Specific Responsibilities:

This incumbent is responsible for the professional and efficient handling of Tuberculosis Control and Prevention services appointment line, as well as a variety of clerical duties that support client services, providing information and referral as needed. The incumbent will be under the supervision of Operations & Mgmt Consultant I - SES, assist the clinical operations and Community Health Nursing Director, as well as follow HIPPA and information security regulations set by DOH to ensure confidentiality and privacy of the client health information. Incumbent is expected to adhere to established Health Department policies and procedures.

Assists the Tuberculosis Control and Prevention providers and nursing staff in clinical services and administrative duties. Oversees the clinic flow ensuring clinical services are met in a timely manner. Follows up with client’s cycle time. Opens, closes and manages clinic scheduler in Health Management System (HMS). Maintains providers and clinic schedule to reflect clinician’s schedule availability in the HMS Scheduler. Receives incoming faxes and scans into HMS file or hand to the appropriate provider.

Responsible for answering the Tuberculosis Control and Prevention services admin line. This includes greeting callers in a polite, prompt, helpful manner providing any necessary information. Screens and forwards calls, takes messages and schedules appointments as appropriate. Communicates with clients, employees, and other individuals to respond to inquiries. Retrieves and responds to voice messages in a timely manner. Schedules appointments and maintains the appointment scheduler in the Health Management System (HMS) for all Tuberculosis (TB) clinics. Obtains and enters new patient demographics: updates patient information, as necessary, in HMS to maintain accuracy. Maintains communication with TB clinics regarding appointments. Calls clients to remind and confirm appointment. Documents calls in HMS. Follows-up with no show clients and attempt to reschedule an appointment. Generates reports such as no-show report and other statistical data.

Assists in the management of the Civil Surgeon Program for the Florida Department of Health in Miami-Dade County. Works with the clients and TB providers to ensure the Civil Surgeon operations and requirements are met. Which consist of internal and external requests completing the immigration medical exam and required assessments for communicable diseases of public health significance, evaluation, and immunization requirements. Ensures the immigration Form I-693 is filled out properly and submits the form for review to the Advanced Registered Nurse Practitioner Specialist before collecting the final physician’s signature. Upon form completion uploads proper documentation to client’s records in HMS. Communicates with clients to provide original and copies of the official I-693 form, collects client’s receipt signature as the documents are handed and educates clients regarding the expiration period.

Receives and signs for prescription drugs and TB medication shipments for the pharmacy.

Supports and/or conducts monthly inventory in all three TB Clinics, including D.O.T PPD medication. Creating spreadsheets and documents to ensure there is an adequate supply of medication in the clinic to fill unit needs. Keeps a log of stock medications and uploads the appropriate reports to the intranet. Ensures that stock medication is rotated according to expiration dates and that medication is pulled from the shelves before expiring. Performs reconciliations in the PFS system. Expedite returns for expired medications via UPS to the warehouse/D.O.H Pharmacy in Tallahassee.

Participate in workgroups and meetings and attends required trainings. Ensures for self that email communications are maintained daily and accurate completion and timely submission of all administrative requirements including EAR’s, timesheets, reports, respond to SERVFL emergency alerts, etc.

Performs other duties as assigned.

Required Knowledge, Skills, and Abilities:

Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessments, meeting quality standards for services and evaluation of customer satisfaction; knowledge of general office procedures and practices; knowledge of basic computer software such as Microsoft; skilled in talking to others to convey information effectively; Ability to speak clearly so that others can understand you; ability to communicate effectively orally and in writing; Ability to plan, organize, and coordinate work activities. Ability to multi-task and handle face-to-face public interactions.Ability to educate patients.

Qualifications:

Minimum –

Customer service, experience handling confidential information.

Preferred - Incumbent in this position is preferred to be bilingual in English and Spanish.

Where You Will Work:

1350 NW 14th Street Miami FL 33125

Florida Department of Health Mission, Vision, and Values:

Mission:

To protect, promote & improve the health of all people in Florida through integrated state, county & community efforts.

Vision:

To be the Healthiest State in the Nation.

Values:

I nnovation: We search for creative solutions and manage resources wisely.

C ollaboration: We use teamwork to achieve common goals & solve problems.

A ccountability: We perform with integrity & respect.

R esponsiveness: We achieve our mission by serving our customers & engaging our partners.

E xcellence: We promote quality outcomes through learning & continuous performance improvement.

The 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 including:

• 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 (For more information, please click www.myfrs.com);

• Flexible Spending Accounts;
• Tuition waivers;
• And more!

For a more complete list of benefits, including monthly costs, visit www.mybenefits.myflorida.com.

Please be advised:

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

This position requires a security background check and/or drug screening and participation in direct deposit. Any misrepresentations or omissions will disqualify you from employment consideration. Note: You will be required to provide your Social Security Number (SSN) in order to conduct this background check Successful completion of a drug test is a condition of employment for safety-sensitive positions.

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.

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 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.

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 (department) 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 Department's 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.

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, F.S., 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. Certain service members may be eligible to receive waivers for postsecondary educational requirements. 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 clicking here. All documentation is due by the close of the vacancy announcement.