Records Specialist

6 days ago


Byron Center, United States Railside Assisted Living Center Full time
Benefits & Growth Opportunities
  • Wage of $18.00 - $20.00 per hour
  • Optional Benefits Package
  • PTO based on hours worked & years of service
  • 401K with company match up to 50% of your contribution up to 6%
  • Eligible for a 2% raise after 90 days with a satisfactory performance review
  • Annual merit-based increase upon comprehensive performance evaluation, no wage cap
  • Support for professional development and certification renewals
Position Overview
Are you a compassionate, organized professional who thrives in a supportive, resident-focused environment? As a Resident Records Specialist, you will assist the Resident Services Coordinator (RSC) in maintaining accurate resident records, coordinating essential services, and supporting various administrative tasks. This role is ideal for someone with strong clerical and interpersonal skills, who values teamwork and attention to detail.

Key Responsibilities
  1. Resident Documentation Management:
    • Schedule resident assessments and service plan meetings.
    • Maintain up-to-date records for vaccinations, including TB, flu, and Hepatitis B.
    • Support the RSC with audits of resident records in our electronic system (ECP), ensuring all documentation is accurate.
  2. Electronic Records System (ECP) and HIPAA Compliance:
    • Set up new resident files in ECP, scan and maintain all necessary documents securely.
    • Monitor Chrome Book and tablet function, coordinating repairs or replacements with the HPM-IT Specialist.
    • Ensure strict adherence to HIPAA compliance, protecting resident records, and reporting any concerns to the Administrator.
  3. Service Coordination:
    • Schedule external services such as podiatry and mobile dental visits, working with Med Techs and Shift Supervisors.
    • Maintain Outside Provider access to ECP, adding and removing users as needed to ensure secure access.
    • Coordinate documentation for Long Term Care Insurance Reimbursement as needed.
    • Complete and submit MI CHOICE task sheets in a timely manner for billing purposes.
  4. Administrative Support and Supply Management:
    • Maintain inventory and stock of forms and supplies for the Resident Support Department as directed by the RSC.
    • Organize and schedule resident service plan meetings.
    • Coordinate the orderly storage, thinning, and destruction of paper files following regulatory timelines.
  5. Staff Support and Scheduling:
    • Provide scheduling assistance, including call-off management and filling open shifts when needed.
    • Schedule staff reviews, attendance counseling, and additional staffing needs as directed by the RSC.

Qualifications
  • Minimum 18 years of age with a high school diploma or equivalent; MA or CNA certification preferred but not required.
  • Proficiency in Microsoft Word, Excel, and general clerical skills.
  • Strong organizational and time-management skills with excellent verbal and written communication skills in English.
  • Ability to maintain resident confidentiality and comply with HIPAA regulations.
Physical & Mental Requirements
  • Able to lift up to 25 pounds and perform physically repetitive tasks.
  • Able to stand, sit, bend, and walk on hard surfaces.
  • Licensed driver, able to travel for resident appointments as needed.


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