Records Coordinator

1 day ago

Sewickley, Pennsylvania, United States Verland Full time
Job Summary

Verland is seeking a highly organized and detail-oriented Records Coordinator to join our team. As a Records Coordinator, you will be responsible for managing and maintaining accurate and up-to-date records for our residents. This is an exempt position located at our Sewickley, PA location, with the expectation of company-wide coverage in maintaining an efficient record system.

Key Responsibilities
  • Record Management: Maintain current and up-to-date information on census and demographics of Verland residents.
  • Chart Organization: Manage resident individual's charts and gather information/documents to ensure the medical records are organized, accurate, complete, and easily accessible on-demand.
  • Information Access: Make information available to authorized persons as per Verland's policies.
  • Digital Documentation: Create digital copies of paperwork and store the records electronically; file the paperwork with a disciplined and organized approach.
  • Compliance: Safeguard resident records in compliance with current HIPAA standards and maintain compliance with the Privacy & Security policies.
  • Record Processing: Process the records for new admissions and discharges for the organization.
  • Quality Management: 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.
  • Chart Audits: 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.
  • EMR Monitoring: Monitor EMR for missed observations and collaborate with departments on corrective actions.
  • Training and Education: Assist in training and education on maintaining charts/electronic records.
  • Documentation Filing: File all pertinent documentation including, and not limited to, quarterly 90-day reviews and annual staffing information in the Electronic Health Record System / Paper Charts and uploading of documents in the Electronic Health Record System.
  • Regulatory Support: Assist in regulatory surveys as needed to compile information promptly and accurately.
  • Survey Support: Support Annual Resident & Family Satisfaction Survey roll outs and data entry.
  • Inventory Management: Maintain an inventory of current Forms, controlling Form Numbering protocol and supporting organized filing protocol of all agency-wide forms.
  • Utilization Review: Assist in six-monthly Utilization Review information compilation as necessary.
  • Document Retrieval: Assist in preparing, scanning, and retrieving resident information into and from the Laserfiche/Fortis System.
  • Consent Organization: Assist in the organization and filing of all medical record consents.
  • Clerical Support: Support clerical tasks such as data entry, answering phones, assisting in policy revisions, and ability to conceptualize and implement efficient record system is desirable.
Requirements
  • Regulatory Knowledge: Must have a working understanding of Intermediate Care Facilities for individuals with Intellectual Disability (ICF/ID) and Community Living Arrangement governing regulations and interpretations related to resident records.
  • Electronic Health Record System: Familiarity and the ability to quickly learn Verland's Electronic Health Record system for efficient navigation and retrieval of information.
  • Writing and Typing Skills: Must have good writing and typing skills with an attention to details, including grammatical and spelling accuracy.
  • Critical Thinking: Possessing the ability to think critically and to work independently is required.
  • Microsoft Office Suite: Proficiency in Microsoft Office Suite is required, especially in the use of Excel.
  • Organizational Skills: Excellent organizational skills, including time management and prioritizing skills.
  • Medical Terminology: Understanding of medical terminology.
  • Photocopying and Scanning: Knowledge and skill in the use of photocopying, document scanners and fax machines.
  • HIPAA Compliance: Excellent understanding of HIPAA regulations and practices.
  • Communication: Must be able to communicate with all levels of staff in a positive manner via written, telephone, and email methods.
Minimum Training and Experience
  • Education: High school diploma or GED required.
  • Experience: Two (2) years' experience in a healthcare Records department and in working with Electronic Health Records (EHR) systems is preferred.
  • Data Entry: A minimum of two (2) years' experience in data entry and a working knowledge of medical terminology.

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