Administrative Assistant/Medical Records Coor

Department: Administration

Supervisor: Administrative Personnel – Health Services Coordinator

Supervises: Non-Applicable

POSITION SUMMARY

The Administrative Assistant to include medical records responsibility serves in a broad customer service role to current residents, prospective residents, visitors, and vendors, and supports administration. In addition, shall maintain the medical records of each resident and ensure they are complete, accurately documented, readily accessible, and systematically organized. The Receptionist/Medical Records Coordinator will safeguard against destruction, loss, or unauthorized use. It is also his/her responsibility to retain medical records after a resident’s death or discharge for a period required by federal and state statutes and regulations. In addition, demonstrates a commitment to the provision of quality services on behalf of residents and their families by paying attention to detail in completing assigned task and responsibilities, consistent with Friends mission and customer service commitment.

QUALIFICATIONS

High School Diploma or GED

Good understanding of customer service

Good knowledge of Microsoft Office

Great attention to detail

Great organizational skills

Good communication skills (verbal and nonverbal)

Have a working knowledge of medical terminology and keyboarding.

Two years of relevant experience in related tasks in a health care facility is preferred but not required.

RESPONSIBILITIES

• Screen phone calls and inquiries for Friends House and direct to the appropriate staff person.
• Sort and distribute mail and packages.
• Direct residents and family members in need of assistant to appropriate staff person.
• Field calls from prospective residents. Shared basic information about Friends House and gathered prospect contact information. Forward info to appropriate sales or admissions staff.
• Assist with compliance activities such as sanction screenings, code of conduct mailings and tracking certificates of insurance.
• File, order supplies, and perform miscellaneous duties.
• Collects, assembles, checks, and files charts, as required.
• Maintains a record of authorized information taken from charts/records.
• Communicate with co-workers, management, clients and others in a courteous and professional manner.
• Other duties as assigned.
• Participates in Friends’ Quality Improvement Plan.
• Abides by the standards and practices as set forth in the Corporate Compliance Code of Conduct.
• Adheres to the Organizations Policies and Procedures covering Privacy and Security in Compliance with HIPAA regulations.

JOB DEMANDS: Physical, Emotional

• The employee must frequently lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Standing.
• Lifting and/or moving files

Must be on constant alert for possible injuries to patients or others.

Exposed to clinical care setting.

All work areas have good lighting and ventilation.

Considerable interaction with residents and staff.

Be able to understand, read and communicate in English.

Coming to work in all kinds of inclement weather .

Training, Leadership and Staff Development

• Maintains the confidentiality of all resident and family information to ensure HIPPA compliance.
• Participates in all mandatory training, in-services, facility committees and other meetings as directed by supervisor.
• Introduces oneself to new residents and their families. Answer residents call lights as necessary and notifies appropriate staff person on duty.
• Establishes a trusting relationship with residents and family members by consistently demonstrating compassion, empathy, and respect, enabling them to express their needs, concerns, issues, and expectations.

Administrative Assistant/Medical Records Coordinator

Clinical setting with possible exposure to infectious diseases. Employees who are immune suppressed should be aware of the potential hazards.

Shift Schedule: Every Thursday and Friday, 9am - 5pm