RECORDS MANAGEMENT ANALYST - SES - 64034090
State of Florida, Gainesville, FL, United States
Position Details
Requisition No: 872840
Agency: Department of Health
Working Title: RECORDS MANAGEMENT ANALYST - SES - 64034090
Pay Plan: SES
Position Number: 64034090
Salary: $45,500 - $50,500
Posting Closing Date: 03/31/2026
Responsibilities Supervises work of subordinates and orients them to general policies, programs, and procedures. Advises staff on problems arising in the work setting.
Ensures appropriate procedures are followed. Evaluates employees by establishing criteria and responsibilities. Communicates with employees both individually and in staff meetings.
Motivates employees to improve the quality and quantity of work performed. Directs the workloads of employees to ensure maximum use of time and resources.
Supervises direct reports including motivating, training, providing guidance, and direction. Develops expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.
Maintains vacation and work schedules to ensure proper coverage and completes timesheets. Ensures all staff complete required training and are offered additional training.
Analyzes current procedures, identifies organization difficulties which hinder clinic flow. Apprises supervisor of trends and develops procedural changes to correct identified difficulties. Implements said changes upon approval of the Office Ops Manager II.
Tracks department productivity and errors. Provides monthly report to the Operations Officer Manager II with error trends identified for training purposes. Provides corrective training on error trends identified.
Manages HEDIS measurements and adherence by working closely with Managed Care reps on HEDIS promotions, training clerks to understand HEDIS care gaps, ensuring clerks call/verify care gaps during downtime, and assisting clinic and Office Ops Manager II with agenda completeness and accuracy.
Responsible for building and maintaining clinic schedules in HMS, primarily for Alachua and SW Clinics; may be required to assist at Main Site.
Responsible for maintaining TEAMS access for clinics and staff, including any new routing system(s) acquired in future.
Recruits, orients, and trains staff. Maintains updated position descriptions, coordinates work assignments, and ensures assignments are completed. Writes performance standards and completes performance appraisals.
Manages the Refugee Health Program (RHA) eligibility by ensuring clerks review country of origin, date of entry, type of entry, etc., collecting appropriate paperwork or reviewing website for 1‑94 documentation, updating alien numbers, scheduling initial and follow‑up appointments, immunization appointments, using appropriate service codes to indicate status of client (i.e., no show, completed), checking clients in, and processing medical releases. Interprets and returns calls for the program. Assists clinic to determine if client has completed program and follows up with clients as needed.
Processes DOC billing, coordinates needed prescriptions and works with provider and business office to ensure information captured and processed appropriately. Assists with coding and billing as designated. Posts DOC Billing into HMS.
Lead RMLO for Alachua County health Department. Duties include being familiar with DOH Policy DOHP 250‑6‑18, implementing records management policies and procedures, overseeing records activities and authorizing disposal of records, and completing the RMLO Training in TRAIN within 30 days of appointment then every two years thereafter.
Back up credentialing for all medical and dental including new employees and renewals for current employees.
The incumbent has a need to access records containing SSNs for the performance of their duties, including updating/ correcting social security numbers for team and others who don't have access.
Incumbent is required to complete time sheet, work activity reports (EARs), and mandatory trainings.
Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which are stored in hard copy or electronic formats.
Performs all other duties assigned.
Required Knowledge, Skills, and Abilities
Knowledge of computer software (EHR, Microsoft Word, Excel, HMS, FLMMIS, FLSHOTS, AVAILITY, WAGES, 3rd party insurance websites).
Strong customer service skills, ability to work with the public.
Knowledge of Medical Release and electronic health records.
Knowledge of HIPAA.
Ability to work collaboratively within a team environment.
Skilled at data entry.
Detail oriented.
Qualifications
A minimum of four (4) years of experience using computers and software programs such as Microsoft Word, Excel, and medical client databases.
A minimum of four (4) years of experience working with the Florida Department of Health (DOH).
A minimum of four (4) years of experience using HMS and FL Shots.
A minimum of four (4) years of experience scheduling appointments within an electronic health record system.
A minimum of four (4) years of experience verifying Florida Medicaid, Medicare, or third‑party insurance coverage through FLMMIS, Availity, or other electronic systems.
A minimum of one (1) year medical records release experience.
Preferred
Bilingual
Vital Statistics Experience
Cashiering Experience
Mission Florida Department of Health Mission, Vision, and Values: 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: Innovation: We search for creative solutions and manage resources wisely. Collaboration: We use teamwork to achieve common goals & solve problems. Accountability: We perform with integrity & respect. Responsiveness: We achieve our mission by serving our customers & engaging our partners. Excellence: We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work DOH‑Alachua 224 SE 24th St, Gainesville, FL 32641 minimal travel
Benefits
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.
Flexible Spending Accounts;
Tuition waivers;
And more!
Disclosures & Requirements 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.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.
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. The Department is committed to serving members of the United States Armed Forces, veterans and their families. The Department’s VALOR program expedites licensing for military veterans and waives initial licensing and application fees for veterans who apply for a health care professional license within 60 months of an honorable discharge.
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 (1‑866‑663‑4735).
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.
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Agency: Department of Health
Working Title: RECORDS MANAGEMENT ANALYST - SES - 64034090
Pay Plan: SES
Position Number: 64034090
Salary: $45,500 - $50,500
Posting Closing Date: 03/31/2026
Responsibilities Supervises work of subordinates and orients them to general policies, programs, and procedures. Advises staff on problems arising in the work setting.
Ensures appropriate procedures are followed. Evaluates employees by establishing criteria and responsibilities. Communicates with employees both individually and in staff meetings.
Motivates employees to improve the quality and quantity of work performed. Directs the workloads of employees to ensure maximum use of time and resources.
Supervises direct reports including motivating, training, providing guidance, and direction. Develops expectations and meets with staff regularly to discuss performance, complete performance reviews, and discipline action, if needed.
Maintains vacation and work schedules to ensure proper coverage and completes timesheets. Ensures all staff complete required training and are offered additional training.
Analyzes current procedures, identifies organization difficulties which hinder clinic flow. Apprises supervisor of trends and develops procedural changes to correct identified difficulties. Implements said changes upon approval of the Office Ops Manager II.
Tracks department productivity and errors. Provides monthly report to the Operations Officer Manager II with error trends identified for training purposes. Provides corrective training on error trends identified.
Manages HEDIS measurements and adherence by working closely with Managed Care reps on HEDIS promotions, training clerks to understand HEDIS care gaps, ensuring clerks call/verify care gaps during downtime, and assisting clinic and Office Ops Manager II with agenda completeness and accuracy.
Responsible for building and maintaining clinic schedules in HMS, primarily for Alachua and SW Clinics; may be required to assist at Main Site.
Responsible for maintaining TEAMS access for clinics and staff, including any new routing system(s) acquired in future.
Recruits, orients, and trains staff. Maintains updated position descriptions, coordinates work assignments, and ensures assignments are completed. Writes performance standards and completes performance appraisals.
Manages the Refugee Health Program (RHA) eligibility by ensuring clerks review country of origin, date of entry, type of entry, etc., collecting appropriate paperwork or reviewing website for 1‑94 documentation, updating alien numbers, scheduling initial and follow‑up appointments, immunization appointments, using appropriate service codes to indicate status of client (i.e., no show, completed), checking clients in, and processing medical releases. Interprets and returns calls for the program. Assists clinic to determine if client has completed program and follows up with clients as needed.
Processes DOC billing, coordinates needed prescriptions and works with provider and business office to ensure information captured and processed appropriately. Assists with coding and billing as designated. Posts DOC Billing into HMS.
Lead RMLO for Alachua County health Department. Duties include being familiar with DOH Policy DOHP 250‑6‑18, implementing records management policies and procedures, overseeing records activities and authorizing disposal of records, and completing the RMLO Training in TRAIN within 30 days of appointment then every two years thereafter.
Back up credentialing for all medical and dental including new employees and renewals for current employees.
The incumbent has a need to access records containing SSNs for the performance of their duties, including updating/ correcting social security numbers for team and others who don't have access.
Incumbent is required to complete time sheet, work activity reports (EARs), and mandatory trainings.
Responsible for securing the designated information sets for the purposes of protecting confidentiality, data integrity, and appropriate access for all information, both confidential and public records, which are stored in hard copy or electronic formats.
Performs all other duties assigned.
Required Knowledge, Skills, and Abilities
Knowledge of computer software (EHR, Microsoft Word, Excel, HMS, FLMMIS, FLSHOTS, AVAILITY, WAGES, 3rd party insurance websites).
Strong customer service skills, ability to work with the public.
Knowledge of Medical Release and electronic health records.
Knowledge of HIPAA.
Ability to work collaboratively within a team environment.
Skilled at data entry.
Detail oriented.
Qualifications
A minimum of four (4) years of experience using computers and software programs such as Microsoft Word, Excel, and medical client databases.
A minimum of four (4) years of experience working with the Florida Department of Health (DOH).
A minimum of four (4) years of experience using HMS and FL Shots.
A minimum of four (4) years of experience scheduling appointments within an electronic health record system.
A minimum of four (4) years of experience verifying Florida Medicaid, Medicare, or third‑party insurance coverage through FLMMIS, Availity, or other electronic systems.
A minimum of one (1) year medical records release experience.
Preferred
Bilingual
Vital Statistics Experience
Cashiering Experience
Mission Florida Department of Health Mission, Vision, and Values: 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: Innovation: We search for creative solutions and manage resources wisely. Collaboration: We use teamwork to achieve common goals & solve problems. Accountability: We perform with integrity & respect. Responsiveness: We achieve our mission by serving our customers & engaging our partners. Excellence: We promote quality outcomes through learning & continuous performance improvement.
Where You Will Work DOH‑Alachua 224 SE 24th St, Gainesville, FL 32641 minimal travel
Benefits
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.
Flexible Spending Accounts;
Tuition waivers;
And more!
Disclosures & Requirements 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.
Incumbents may be required to perform emergency duty before, during, and/or beyond normal work hours or days.
All Florida Department of Health positions require the incumbent to be able to learn and communicate effectively, orally and in writing, in English. Applicants who do not meet this requirement will not be considered.
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. The Department is committed to serving members of the United States Armed Forces, veterans and their families. The Department’s VALOR program expedites licensing for military veterans and waives initial licensing and application fees for veterans who apply for a health care professional license within 60 months of an honorable discharge.
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 (1‑866‑663‑4735).
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.
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