Records Specialist

Grand Pines Assisted Living

The Records Specialist supports the Resident Services Department by maintaining accurate, complete, and compliant resident records. This role works closely with the Resident Services Coordinator (RSC) to ensure documentation, scheduling, and record management meet regulatory and HIPAA requirements and support smooth assisted living operations.

• Create, maintain, and audit resident records for accuracy and compliance.
• Set up new resident files and ensure required documentation is completed and scanned into ECP.
• Schedule resident assessments and service plan conferences.
• Maintain tracking systems for resident and employee TB, flu, and hepatitis B vaccinations.
• Assist with resident record audits and licensing readiness.
• Coordinate record thinning, storage, and destruction per retention policies.
• Maintain outside provider access to ECP (add/remove users as appropriate).
• Ensure HIPAA compliance and report concerns to the Administrator.
• Coordinate MI CHOICE task sheets and submit documentation for billing.
• Assist with long-term care insurance reimbursement documentation.
• Schedule outside providers (podiatry, mobile dental, etc.) and coordinate visits.
• Support staff scheduling, attendance monitoring, and call-off management as needed.
• Monitor Chromebook and tablet inventory and report issues to IT.
• Perform additional duties to support daily operations.

• High school diploma or equivalent required.
• Minimum age 18.
• MA Or CNA Preferred, Not Required
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• Strong organizational, communication, and interpersonal skills.
• Proficiency with basic computer systems, word processing, Excel, and clerical tasks.
• Ability to read, write, and communicate effectively in English.
• Ability to perform job duties physically and mentally.

Grand Pines Assisted Living provides compassionate, resident-centered care in a supportive community environment. We are committed to compliance, teamwork, and excellence in service.