Medical Records Secretary

Schedule 7:30AM - 4:00PM from Monday to Friday

As mandated by the Older Adults Protective Services Act, job applicants must pass both a drug test and a background check.

Little Sisters of the Poor is a non-profit nursing home with 48 beds, and an independent living building.

JOB STANDARDS:

The Medical Records Secretary must have:

• A high school diploma or equivalent with prior administrative support experience.

• An above average understanding of administrative and clerical procedures and systems.

• Fundamental competency in Microsoft Office, specifically Excel, Word, and PowerPoint.

• Excellent oral and written communication skills.

• Good customer relationship skills.

• Specialized training for the position or 2 years experiences in a medical record department of a long-term care facility, preferred.

• Knowledge of State and Federal regulations for medical records. A strong preference for a basic understanding of medical diagnosis and ICD-10 codes.

• A valid U.S. Driver License and have a good driving record.

JOB RESPONSIBILITIES AND DUTIES:

The Medical Record Secretary will:

• Organize, oversee, and assure that the open and closed clinical records of all Residents are in compliance with Federal and State regulations.

• Arrange and post in all areas the daily and weekly schedule.

• Expedite the exchange of information between the nursing department and all departments/disciplines as directed by the Director of Nursing or her designee.

• Monitor, re-order and supply all forms used by the nursing department.

• Assure the clinical record is accurately prepared for all new and re-admitted Residents. Assure that all departments complete their portion timely.

• Maintain an accurate and current disease index that is in compliance with Federal and State regulations.

• Safeguard the clinical records against loss, destruction, or unauthorized use, including video, audio, or other computer stored information. Disclose information only with the consent of the Resident and/or the Resident's Durable Power of Attorney or representative.

• Preserve confidentiality of record destruction and do so in compliance with regulations.

• Send out-going mail on a regular and timely basis.

• Organize and oversee chart audit with unit clerks as directed by the Director of Nursing or her designee.

• Schedule appointments for the Residents', and prepare forms for laboratories, x-rays, EKG, and all other diagnostic procedures done within the Home. Notify units of the same.

• Coordinate Residents' appointments within the Home and assists physicians as directed (including Podiatrist, Nurse Practitioner, etc.) during their visits.

• Arrange transportation for all appointments and for the transfers to or from the hospital.

• In the absence of the Medical Driver, be required to transport Residents to their appointments.

• Ensure overall Residents safety assisting in & out of the Home vehicles and during transportation to appointments. (Residents are not permitted to operate lifts, etc...)

• Coordinate repair order of necessary equipment and supplies. Strive for optimal use of supplies, materials, keeping in mind cost and budget limitations.

• Secure current files for lab, x-ray and other diagnostic services for Residents so that all are provided for on a routine basis in compliance with Federal and state regulations

• Confirm that all involved departments have accurately completed all closed clinical records. Report discrepancies to Director of Nursing or her designee.

• Manage and update computer information daily, coordinating with Resident services as needed.

• Protect confidentiality of all Resident, departmental and organizational information.

• Work effectively and cooperatively as a team member within Department and with all departments or other disciplines.

EQUIPMENT OPERATED:

The Medical Records Secretary will be expected to operate a variety of equipment, e.g. computer, copy machines, fax, security cameras, thermometers, scales, scanners, etc.

PHYSICAL AND COGNITIVE REQUIREMENTS TO PERFORM THE ESSENTIAL JOB FUNCTIONS:

The Medical Records Secretary is able to:

• Lift and carry objects more than 20 lbs, and push, pull, twist, bend, and perform stretching movements without limitations.

• Perform simple motor skills such as standing, walking, sitting, etc.

• Remember simple and multiple tasks and assignments given to self and others, ranging from short to long periods of time.

• Push occupied wheelchairs exceeding 200lbs.

• Adequately hear verbal instructions and answer phone calls.

• Compassion and empathy towards the Residents, and work cooperatively as part of the health care team.

• Perform tasks which require hand-eye coordination.

• Communicate effectively in English.

• Cognitively understand theories behind several related concepts, comprehend, remember, and follow multiple task/directions over long periods of time.

• Have the emotional stability to deal effectively with stress created by Residents' illnesses, disabilities and the aging process, organizational change, and working cooperatively as part of the health care team.

Job Type: Full-time

Pay: From $18.25 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Healthcare setting:

• Long term care
• Nursing home

Schedule:

• Monday to Friday

Experience:

• Computer skills: 1 year (Required)
• Medical records: 1 year (Required)

Work Location: In person