Position Summary The Medical Records Director is responsible for the overall management, accuracy, compliance, and security of the medical records department in a long-term care setting. This role ensures timely and accurate documentation, supports clinical and financial processes, maintains regulatory compliance, and serves as a key liaison with providers, payers, and internal departments.
Key Responsibilities Medical Records & Documentation Management Manage the day-to-day operations of the Medical Records Department.
Ensure accurate and timely entry of new admission demographics and resident information into PointClickCare (PCC).
Maintain accurate diagnosis documentation, including correct prioritization and ongoing updates.
Upload and manage ancillary provider recommendations, consults, and visit documentation in PCC.
Track, log, release, store, and oversee proper destruction of medical records in accordance with regulations.
Maintain accurate discharge letter logs and ensure timely submission to the Ombudsman.
Ensure PPS and Medicare certifications are completed and signed within required guidelines.
Compliance, QA & Audit Support Serve as the facility HIPAA Security Officer.
Conduct high-risk and low-risk chart audits.
Participate in and report to the QUAPI Committee.
Perform additional QA audits as defined by facility administration.
Support Medicare Beneficiary Notice audits, ADRs, denials, and appeals.
Payer & External Liaison Responsibilities Serve as liaison to HMOs and third-party payers.
Manage HMO, Medicare, and insurance appeals.
Maintain documentation and communication logs for payer correspondence on a case-by-case basis.
Fax face sheets and requested documentation to pharmacies, labs, and imaging providers as needed.
Provider Credentialing & Scheduling Complete and maintain credentialing for MDs, NPs, and PAs.
Coordinate scheduled provider visits (30-, 60-, 90-day visits, etc.) in coordination with the MDS department.
Schedule and coordinate specialty provider services, including:
Eye doctor
Podiatrist
Dentist
Assist with arranging appointments and transportation utilizing medical records support staff or delegated facility personnel.
Systems & Security Act as PCC Security Officer, managing user access and security reviews.
Enter and maintain new employee access in PCC as appropriate.
Conduct periodic PCC user and security audits.
Reporting & Census Complete and submit weekly census reports through HERDS.
Maintain census-related documentation accuracy.
Qualifications Prior experience in medical records management in a Skilled Nursing Facility or Long-Term Care setting strongly preferred.
Working knowledge of PointClickCare (PCC) required or strongly preferred.
Knowledge of Medicare, Medicaid, PPS, and managed care requirements.
Familiarity with HIPAA regulations, chart audits, and QA processes.
Strong organizational skills with attention to detail.
Ability to manage multiple priorities in a fast-paced healthcare environment.
Strong communication skills and ability to collaborate with interdisciplinary teams.
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