Camelback Post Acute

Medical Records Coordinator

Pay: $45k to $55k depending on experience

Shift: Mon- Fri 8am to 5pm ( Full time)

Duties and Responsibilities

Administrative Functions

• Assist in planning, developing, organizing, implementing, evaluating, and directing the medical records section in accordance with established policies and procedures. (Includes department polices and procedures, job descriptions, etc.).
• Assist in establishing procedures to be followed in the collection, coding and indexing, and the filing/retrieving of medical records.
• Maintain security of health information system and medical records. Assure physical protection is in place to prevent loss, destruction and unauthorized use of both manual and electronic records.
• Manage the release of information functions for the facility including review and processing of all requests for information. Maintain facility policies and standards of practice to assure release of information requests are appropriate and meet legal standards in accordance with the established procedure set by the legal department, Compliance (HIPPA), and ADR team.
• Advise the administrator on federal and state laws concerning medical records.
• Develop, organize and maintain current resident and disease indices.
• Maintain an appropriate filing system for both in-house and discharge residents.
• Assemble, review, complete and file resident’s discharge records with 30 days.
• Review in-house records for accuracy and completeness according to the established schedule.
• Ensure that incomplete records/charts are returned to responsible staff for correction.
• Thin in-house records on a monthly basis and file in the resident’s overflow file in sequential date order. (Oldest to most current)
• Prepare admission records and chart for newly admitted residents.
• Retrieve the resident’s health record in a timely manner.
• File reports into the resident’s health record in a timely manner.
• Review department policies and procedures, at least annually, and participate in making recommended changes.
• Ensure established policies and procedures for the medical records section are followed by all personnel.
• Assist in establishing procedures to ensure that charts/records are not taken from the section except as authorized. Periodically check such records to assure this policy is being followed.
• Assist in maintaining a record of authorized information taken from charts/records (i.e., type information, name of recipient, date, department, etc.).
• Abstract information from records as authorized/required for insurance companies, Medicare, etc.
• Assist in indexing medical records as necessary.
• Ensure that manual census is properly maintained for admission and discharge of residents.
• Prepare medical records for court trials as required.
• Assume the authority, responsibility, and accountability of the medical records.
• Assist in the development and implementation of our written medical records policies and procedures.
• Devote such time, energy, and skill necessary to maintain accurate medical records.
• Provide written, dated, and signed reports to the administrator of each consultation visit.
• Other related duties and responsibilities that may become necessary or appropriate.

Computerization/ Automation Functions

• Understand all aspects of clinical computer system.
• Scan documents into the electronic health record of the resident.
• Assure systems are in place to maintain up to date resident-specific information in the clinical information system.
• Complete data entry functions as applicable.

Committee Functions

• Collect and assemble/compile records for committee review, as requested, and prepare reports for staff/other committees as directed. Attend such meetings as may be necessary or appropriate.
• Serve on various committees of the facility as appointed by the administrator.

Personnel Functions

• Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility to assure that medical records can be properly maintained and problem areas can be identified and corrected.
• Assist in the recruitment and selection of department personnel as necessary or as may be requested.
• Conduct departmental performance evaluations in accordance with the facility’s policies and procedures.

Staff Development

• Assist in the orientation program for all personnel in accordance with our policies and procedures.
• Assist in the development of and participate in in-service educational classes and on-the-job training programs.
• Attend and participate in workshops, seminars, etc., as necessary.
• Participate in on-going in-service training as related to health information, resident rights, etc.
• Develop and participate in in-service training programs for nursing services, and other related services.

Safety and Sanitation

• Report all unsafe/hazardous conditions, defective equipment, etc., to the administrator.
• Ensure that work areas are clean and that records are properly stored.
• Ensure that records of occupational exposure are maintained in a confidential manner.
• Report missing/illegible labels and MSDSs to the safety officer or other designated person.

Equipment and Supply Functions

• Report equipment malfunctions or breakdowns to your supervisor as soon as possible.
• Ensure supplies have been replenished in work areas as necessary.
• Ensure that work/assignment areas are clean and records, files, etc., are properly stored before leaving such areas on breaks, end of work day, etc.
• Ensure that MSDSs are on file for hazardous chemicals used in the department.

Resident Rights

• Maintain confidentiality of all pertinent resident care information to assure resident rights are protected.
• Knock before entering a resident’s room.

Working Conditions

• Works in office areas as well as throughout the facility.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Works beyond normal working hours, weekends and holidays and on other shifts/positions as necessary.
• Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attends and participates in continuing educational programs.
• Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
• Communicates with nursing personnel, and other department personnel.
• Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.
• Is involved with residents, family members, personnel, visitors, government agencies and personnel, etc., under all conditions and circumstances.
• May be subject to the handling of and exposure to hazardous chemicals.

Educational Requirements

• Must possess, as a minimum, a high school diploma.

Specific Requirements

• Must be able to read, write, speak, and 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, laws, and regulations as they pertain to long-term care.
• Must have at least 1 years worth of experience working with ICD-10.
• Must possess the ability to work harmoniously with other personnel.
• 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 micro-computers, data input and output.
• Must be able to relate information concerning a resident’s condition.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements (With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the work day.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Must function independently, have personal integrity, have flexibility, and the ability to work effectively with other personnel.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.
• Requires repetitive hand motion. Minimal lifting and carrying requirements.
• May be necessary to assist in the evacuation of residents during emergency situations.