RECORDS SPECIALIST

RECORDS SPECIALIST - 64004576

Date: Oct 2, 2026

The State Personnel System is an E-Verify employer. For more information click on our E-Verify Website ( .

Requisition No: 884879

Agency: Department of Health

Working Title: RECORDS SPECIALIST - 64004576

Pay Plan: Career Service

Position Number: 64004576

Salary: $36,500.00

Posting Closing Date: 10/12/2026

Total Compensation Estimator Tool (

Open Competitive

Your Specific Responsibilities:

This position acts as a RECORDS SPECIALIST and is responsible for a varied of administrative work, acts as a Client Services RepresentativeTeam Lead, under the direct supervision of the General Services Manager - SES and is responsible for the maintenance and updating of all Escambia County Health Department (Escambia CHD) clinic appointments, client registration, and cashiering using the Health Management System (HMS). Must be knowledgeable of all services offered by the Escambia CHD, including We Care and McMillian, clinic procedures, as well as departmental procedures and state laws and regulations. Maximize the collection of fees and ensure guidelines and processes are consistently and competently applied in the areas of recording services, charging clients, collecting fees, issuing receipts from clients, and adhering to the cash handling and accounts receivable policies. Serves as Back-up for the General Services Manager SES when needed.

This position will answer telephones in a timely and courteous manner. Must have a clear understanding of the client eligibility process and the fee schedule. Responsible for performing various functions in HMS and must be knowledgeable of Medicaid, Medicare, and Third-Party Liability insurance and verification of insurance utilizing Web based sites such as Change Healthcare and AVAILITY is required. Needs to be familiar with electronic medical records as well as scanning and attaching documents to the electronic record. Responsible for interviewing clients to determine initial and continuing financial and categorical eligibility of clients for applicable services based on established criteria. Document eligibility and financial information and obtain client signature concerning accuracy of information then scan data into the HMS system. Utilize the computer to perform various functions in HMS. Print identification and appointment labels for clinic encounter forms.

Acts as We Care and the McMillian Trust Fund contact. Maintains calendar for scheduled appointments, reviews WeCare and McMillian referrals to ensure completeness of documentation and validity of referrals. Triage We Care applications to determine order of importance and inform clients of necessary documents to present for eligibility. Schedules client interviews in Health Management System (HMS). Check WeCare clients using HMS. Perform in-depth interviews to determine eligibility. Document eligibility and financial information and obtain client signature concerning accuracy of information then scan data into the HMS system. Explain rules of program to clients and doctor’s offices. If applicant is ineligible for, We Care or McMillian Trust Fund refer to original provider for assistance to other options. Processes McMillian referrals for Touchstone radiology services and confirms all documents are scanned into HMS for audit by McMillian Trust Fund contract manager. Back-up for the General Services Manager SES when needed. Provide all provider reports upon request.

This position will be responsible for medical client registration and check-in, utilizing the computer to perform various functions in HMS, including but not limited to scheduling, verifying, canceling, and rescheduling client appointments, updating client demographics and all insurance information. Knowledge of Medicaid, Medicare, and Third-Party Liability insurance is required for verification of insurance utilizing Web based sites such as Change Healthcare and AVAILITY. Compiling and completing accurate documentation for client appointments. Prompt response to requests for assistance from clients and staff is required. Must protect and maintain client confidentiality in all situations.

Perform other duties as assigned.Participate in all professional training and development opportunities provided on all training days and complete all mandatory training. Back up for the cashier when no cashier is available, collecting all client payments for full fee Immunizations, school physicals, sliding fees for Family Planning, Admin fees for STD, mark and billing of Medicaid for all Primary Care, Immunization, Family Planning and STD clients.

Required Knowledge, Skills, and Abilities:

Skills in Basic Mathematics

Skills in Effective Communication

Ability to Use information technology such as MS Office, Health Management System, and web-based insurance verification programs software.

Qualifications:

Minimum - One year’s work experience, and a high school diploma.

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.

Where You Will Work:

1295 West Fairfield Drive; Pensacola, FL 32501

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

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• Flexible Spending Accounts;

• Tuition waivers;

• And more!

For a more complete list of benefits, including monthly costs, visit

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:

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 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.

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 View phone number on click.appcast.io). 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 reflect our appreciation for the dedication devoted to protecting our country.

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 View phone number on click.appcast.io). 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 clickinghere ( . All documentation is due by the close of the vacancy announcement.

Location:

PENSACOLA, FL, US, 32501

Nearest Major Market:Pensacola