Medical Records/Central Supply Associate

Who We Are:

Nestled in the heart of Indianapolis, Hooverwood Living is a vibrant senior living community with a legacy of exceptional care that spans over a century. Since 1902, we have created a warm, welcoming environment where older adults can thrive and enjoy fulfilling lives. Our compassionate, highly skilled team provides personalized care, from skilled nursing and short-term rehabilitation to specialized memory care, all tailored to honor the unique needs of our residents.

At Hooverwood Living, you're not just joining a team—you're joining a family that values your passion and expertise. We take pride in being an equal opportunity employer, embracing diversity, and creating an inclusive workplace accessible by public transportation. Join us to make a real difference in the lives of our residents while building a career in a supportive and collaborative environment.

The Responsibilities of the Medical Records/Central Supply Associate Include:

• Send and receive faxed documents from doctor's offices, labs, etc.
• Begin charts for New Admissions.
• Chart auditing (dates for last physicals, physician visits, TST, etc.)
• Close charts for discharged residents.
• To attend all in-service education programs required of all personnel and assure appropriate continuing education hours are maintained.
• Performs routine and non-routine clerical tasks for different projects.
• Completes documentation processing, memoranda and operates office machines such as phone, fax, copier, etc. Responsible for sending faxes, making copies and verifying information.
• Maintains administrative information organized and accessible.
• Retrieves data as requested within an appropriate time frame.
• Must maintain good communication and organizational skills at all times.
• Maintaining proper amount of nursing supplies on each unit based on needs of the residents on the unit. Adjusting par levels accordingly.
• Procuring purchase orders for supply orders through outside vendors.
• Placing and receiving orders of supplies.
• Navigating and maintaining inventory system timely and accurately.
• Completing end of year inventory, compiling any reports as requested by Director of Nursing
• Reviewing and processing invoices for payment of supplies received in a timely manner.
• Ensuring accuracy of charges incurred.
• Communicate with outside vendors and set meetings as necessary to review facility's needs.
• Reviewing weekly wound notes for supply order needs. Keep wound cart stocked.
• Maintaining inventory of crash carts on the nursing units. Replacing expired supplies and/ or equipment and as needed.
• Assist with ensuring facility equipment is kept in good working order. Assist with facilitating preventative maintenance of equipment, yearly and as needed. (lifts, vital sign machines, scales, etc.)
• Routinely audit and ensure AED machines are maintained for use at any time during an emergency.
• Receiving and dispensing mail, reports, faxes etc. as directed. All mail and documentation should remain confidential.
• Making copies, filing documents, other clerical tasks as requested by Nursing Administration.
• Shall fully comply with all aspects of Hooverwood's Corporate Compliance program and its Code of Conduct.
• Performs other tasks as assigned by the Director of Nursing or the Administrator.

Requirements:

Qualifications:

• Minimum high school diploma or equivalent
• Must be able to perform daily clerical tasks such as filing, recording, record maintenance, data entry, photocopying and other similar duties
• Knowledge, experience and /or training in the Long-Term Care field.
• Knowledge of release of information procedures and medical terminology preferred
• General knowledge of computers, specifically Microsoft Office and creating a new document with word and creating a new work sheet with excel.
• Organizational skills and attention to detail
• Ability to lift and move up to 50 lbs. of supplies, able to walk/carry/push and pull carts full of supplies.