Medical Records Supervisor / Unit Operations Coordinator

Medical Records Supervisor / Unit Operations Coordinator

Location: Mount Joseph of Waterville, 7 Highwood Street, Waterville, Maine
Department: Nursing / Clinical Support Services
Reports To: Director of Nursing
FLSA Status: Exempt/Non-Exempt, as applicable

Mount Joseph of Waterville is seeking a Medical Records Supervisor / Unit Operations Coordinator to oversee medical records, unit clerical operations, nursing supply coordination, insurance review support, and compliance-related documentation processes within our skilled nursing and long-term care environment.

The ideal candidate is organized, detail-oriented, collaborative, and comfortable working in a fast-paced healthcare setting. This position plays an important role in maintaining accurate, secure, and survey-ready medical records while supporting efficient unit operations and communication across departments.

Key Responsibilities
• Oversee the maintenance, accuracy, confidentiality, and security of resident medical records.
• Support electronic medical record system access, staff education, workflow improvements, and documentation compliance.
• Supervise unit clerks and promote consistent clerical processes across facility units.
• Coordinate nursing supply ordering, inventory tracking, par levels, audits, and emergency supply readiness.
• Track insurance authorizations and reviews while communicating updates with nursing, therapy, administration, and insurance providers.
• Conduct routine audits, maintain audit logs, support regulatory readiness, and assist with corrective action tracking.
• Generate reports and support Quality Assurance and Performance Improvement initiatives.
• Collaborate with nursing leadership, MDS, therapy, social services, and the business office to support resident care operations.

Qualifications
• Experience in long-term care or a skilled nursing facility required.
• Experience in medical records, health information management, clinical documentation, or a related field preferred.
• Supervisory experience preferred.
• Knowledge of CMS regulations, HIPAA requirements, and healthcare documentation standards.
• Experience with electronic medical record systems; PCC experience preferred.
• Strong organizational, communication, auditing, leadership, and problem-solving skills.
• Ability to move throughout the facility and perform light to moderate lifting related to supply management.

Why Join Us?

This role offers the opportunity to make a meaningful impact by supporting accurate clinical documentation, regulatory compliance, and efficient daily operations in a resident-centered healthcare environment.