Records Specialist

Description

The Records Specialist at Verland is responsible for managing all of our resident individuals’ records and histories as well as maintaining an organized, accurate and complete system of resident individual’s records. 

Under the supervision of the Risk & Records Manager, the Records Specialist will interact with all departments within the organization.  This position also assists in conducting periodic chart audits to ensure compliance with county, state, and federal regulatory bodies. This is an hourly,  non-exempt position.

Contributions: 

• Maintaining current and up-to-date information on census and demographics of Verland residents.
• Managing resident individual’s charts and gathering information/documents to ensure the medical records are organized, accurate, complete, and easily accessible on-demand.
• Making information available to authorized persons as per Verland’s policies.
• Creating digital copies of paperwork and storing the records electronically; filing the paperwork with a disciplined and organized approach.
• Safeguarding resident records in compliance with current HIPAA standards and maintaining compliance with the Privacy & Security policies.
• Processing the records for new admissions and discharges for the organization.
• Assist the Risk & Records Manager in updating the Case Record Review Checklists in order to maintain compliance with the CMS, State and County regulatory expectations. 
• Conduct monthly chart audits in compliance with regulatory requirements and maintain Excel spreadsheets towards quarterly Quality Management reporting and follow-up on the corrective action plans as necessary, agency wide. 
• Monitor EMR for missed observations and collaborate with departments on corrective actions. 
• Assist in training and education on maintaining charts/electronic records.
• Assist in regulatory surveys as needed to compile information promptly and accurately.
• Support Annual Resident & Family Satisfaction Survey roll outs and data entry. 
• Maintaining an inventory of current Forms, controlling Form Numbering protocol and supporting organized filing protocol of all agency-wide forms.
• Perform other duties as assigned.

Exceptional Benefits:

Minimum of 24 hours worked, and employees enjoy a comprehensive benefits package:

• Health (UPMC), Dental and Vision Insurances (1st of the month following 30 days from start date)
• Healthcare Flexible Spending Account (HSA)
• Dependent Care Flexible Spending Account
• 403b – Traditional and Roth with Company Match 
• Tuition Reimbursement (for core positions)
• Competitive PTO Plan
• 8 Paid Holidays
• Incentive in lieu of Medical coverage

Requirements

• Must have a working understanding of all Intermediate Care Facility and Community Living Arrangement governing regulations and interpretations related to resident records. 
• Familiarity and the ability to quickly learn Verland’s Electronic Health Record system for efficient navigation and retrieval of information. 
• Must have good writing and typing skills with an attention to details, including grammatical and spelling accuracy.
• Possessing the ability to think critically and to work independently is required.
• Proficiency in Microsoft Office Suite is required, especially in the use of Excel.
• Excellent organizational skills, including time management and prioritizing skills.
• Understanding of medical terminology
• Knowledge and skill in the use of photocopying, document scanners and fax machines.
• Excellent understanding of HIPAA regulations and practices.
• Must be able to communicate with all levels of staff in a positive manner via written, telephone, and email methods.

Minimum Training and Experience:

• High school diploma or GED required.
• Two (2) years’ experience in a health care Records department and in working with Electronic Health Records (EHR) systems is preferred.
• A minimum of two (2) years’ experience in data entry and a working knowledge of medical terminology.

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Visit https://www.verland.org/ to learn more about what makes Verland expectational!  

 Verland is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.