Medical Records/Central Supply

The Club Health & Rehabilitation Center at the Villages -

Medical Records / Central Supplies Coordinator

Looking for an experienced Medical Records / Central Supply Coordinator to join our Club Health & Rehabilitation Family!

What we offer you : Competitive Pay

Referral Bonuses

PayActiv & Uber Rides

Paid Time Off & Holiday Pay

Medical

• Dental
• Vision
• Life
• STD Insurances.

401K retirement plan.

ABOUT THE CLUB HEALTH & REHAB CENTER-  Located in The Villages, FL, we are a skilled nursing and rehabilitation facility that is dedicated to helping our residents maximize their potential and live their lives to the fullest. We offer a modern, comfortable, and secure facility staffed by caring professionals where individuals receive the finest sub-acute medical care, rehabilitation services, and 24-hour skilled nursing care. We are committed to maintaining a facility where compassionate care is provided in an environment of respect, dignity. It is also a  great working environment  for our staff as we truly value and appreciate each member of our team!

Education

Must possess a high school diploma or GED.

Experience

One (1) years’ experience in medical records in a skilled nursing facility.

A working knowledge of medical terminology, anatomy, and physiology, legal aspects of health information, coding, indexing, etc., preferred but not required.

Specific Requirements of the  Medical Records / Central Supplies Coordinator

Must be able to type.

Must be able understand the English language.

Must possess the ability to make independent decisions when circumstances warrant such action.

Must possess the ability to deal tactfully with personnel, residents, visitors and the general public.

Must be knowledgeable of medical terminology.

Must possess the ability to minimize waste of supplies, misuse of equipment, etc.

Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

Be able to follow written and oral instructions.

Be knowledgeable in computers, data retrieval, input and output functions, etc.

Purpose of the  Medical Records / Central Supplies Coordinator

The primary purpose of your position is to maintain resident medical records and health information systems in accordance with current federal and state guidelines as well as in accordance with our Facility’s established privacy policies and procedures.

Duties and Responsibilities of the Medical Records / Central Supplies Coordinator

Receive and follow work schedule and instructions from your supervisor and as outlined in our established policies and procedures.

Assist in organizing, planning, and directing the medical records department in accordance with established policies and procedures.

Assist the Facility medical personnel, as required.

Develop and maintain a good working rapport with other departments within the Facility, to assure that medical records can be properly maintained.

Retrieve resident records (manually and electronically). Deliver as necessary.

Files information such as nurses’ notes, resident assessments, progress notes, laboratory reports, x-ray results, correspondence, etc., into resident charts.

Collect, assemble, check and file resident charts, as required.

Ensure incomplete records and charts are returned to appropriate departments or personnel for correction.

Assist in developing procedures to ensure resident records are properly completed, assembled, coded, signed, indexed, etc., before filing.

Ensure all residents records are coded, stored, completed correctly, and maintained in a confidential manner.

Responsible for closure of discharged resident records. Prepare record for closure by organizing the record in an orderly fashion, bind the record, and review record for completeness. Works with nursing department for closure.

Tracks and monitors release of discharge resident records and thinned records to interdepartmental personnel and physicians.

Complete thinning or resident records in a timely manner to maintain appropriate forms on the record and delete those that are not needed on the active file.

Maintain thinned material from resident records in a neat and orderly manner. Review thinned material for completeness. Storage of thinned information in the station file cabinet on medical records in a neat and orderly fashion.

Ensure physician orders are signed within a timely fashion.

Maintain Credentialing and Privileging records for physicians.

Ensure Death Certificates are included in closed charts and notify nursing if missing.

Establish a procedure to ensure resident charts and records do not leave the medical records room except as authorized in our policies and procedures.

Maintain a record of authorized information released from charts and records, i.e., type information, name of recipient, date, department, etc.

Abstract information from records as authorized and required for insurance companies, Medicare, Medicaid, VA, etc. in accordance with current Privacy Rules.

Index medical records as directed by the medical records and health information consultant.

Maintain various registries as directed including register for admission and discharge of residents.

Assist the Quality Assessment and Assurance Coordinator in developing, implementing and maintaining an ongoing quality assurance program for medical records.

Assist the Quality Assessment and Assurance Committee in developing and implementing appropriate plans of action to correct identified deficiencies.

Participate in QA / QI meetings on a monthly and / or quarterly basis.

Collect charts, assemble them in proper order, and inspect them for completion.

Pick up and deliver resident medical records from wards, nurses’ stations, and other designated areas, as necessary.

Must adhere to all HIPAA requirements.

Staff Development

Batch resident information into the computer and retrieve resident demographic information as appropriate or as instructed.

Answer telephone inquiries concerning medical records functions. Prepare written correspondence, as necessary.

Retrieve medical records when requested by authorized personnel (i.e., physicians, nurses, government agencies and personnel, etc.)

Assure that medical records taken from the department are signed out and signed in upon return to the department.

File active and inactive records in accordance with established policies.

Index medical records, as directed.

Agree not to disclose resident’s protected health information and promptly report suspected or known violations of such disclosure to the Administrator.

Report any known or suspected unauthorized attempt to access Facility’s information system.

Assume the administrative authority, responsibility, and accountability of performing the assigned duties of this position.

Collect, assemble, and compile records for committee review and prepare reports for staff and other committees, as directed.

Committee Functions

Attend and participate in mandatory Facility in-service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, etc.).

Attend and participate in workshops, seminars, etc., as approved.

Safety, Equipment and Supply Functions

Report all unsafe and hazardous conditions, defective equipment, etc., to your supervisor immediately.

Ensure supplies have been replenished in work areas, as necessary.

Assure that work assignment areas are clean and records, files, etc., are properly stored before leaving such areas on breaks, end of workday, etc.