Health Information Management (HIM) ​/ Central Supply Coordinator

Health Information Management (HIM) / Central Supply Coordinator

Position Summary

The Health Information Management (HIM) / Central Supply Coordinator is responsible for maintaining an accurate, complete, confidential, and organized resident health information system and for coordinating the ordering, receiving, storage, inventory, and distribution of medical and resident‑care supplies.

The position serves as the facility employee responsible for medical records and performs duties in accordance with applicable federal and Florida requirements, HIPAA, AHCA requirements, CMS regulations, professional standards, and facility policies and procedures.

The HIM / Central Supply Coordinator supports survey readiness, quality resident care, appropriate documentation practices, confidentiality of protected health information (PHI), and the efficient availability of supplies and equipment throughout the facility.

ABOUT THE GROVE - Located in Hernando, FL, we are a skilled nursing and rehabilitation facility that is dedicated to helping our residents maximize their potential and live their lives to the fullest. We offer a modern, comfortable, and secure facility staffed by caring professionals where individuals receive the finest sub‑acute medical care, rehabilitation services, and 24‑hour skilled nursing care. We are committed to maintaining a facility where compassionate care is provided in an environment of respect and dignity.

It is also a great working environment for our staff as we truly value and appreciate each member of our team!

While working here, you will enjoy:

• Competitive Wages
• Referral Bonuses
• Tuition Reimbursement Program
• Pay Activ, Get Paid Before Pay Day
• Team Building Events
• Lots of Employee Appreciation Activities
• Friendly Fun Competitions
• Milestone Luncheons / Gifts
• Mentorship Programs
• Paid Time Off
• Holiday Pay
• Medical
  * Dental
  * Vision
  * Life
  * STD Insurances
• 401K retirement plan

• Maintain resident medical records in an accurate, complete, organized, accessible, and confidential manner.
• Maintain active and discharged resident records in accordance with federal and Florida requirements and facility record-retention policies.
• Ensure medical records contain required admission, clinical, physician/provider, nursing, therapy, dietary, social services, and other applicable documentation.
• Perform routine and ongoing audits of resident records for completeness, accuracy, signatures, dates, authentication, and required documentation.
• Identify incomplete, missing, or deficient documentation and communicate deficiencies to the appropriate department or responsible staff member for timely correction.
• File, scan, index, upload, retrieve, and organize clinical documentation within the facility's electronic medical record (EMR/EHR) and/or paper record system.
• Maintain accurate admission, discharge, transfer, and medical‑record tracking systems.
• Assemble and close discharged resident records according to facility policy.
• Maintain appropriate control and tracking of records sent to or received from authorized parties.
• Process requests for resident medical records and release of information in accordance with HIPAA, Florida law, authorization requirements, subpoenas, court orders, and facility policies.
• Verify proper authorization before releasing protected health information.
• Maintain confidentiality and security of resident information at all times.
• Assist residents, responsible parties, attorneys, insurers, hospitals, physicians, government agencies, and other authorized parties with appropriate medical‑record requests.
• Maintain logs of requests, disclosures, subpoenas, record releases, and other HIM activities as required.
• Assist with Medicare, Medicaid, managed‑care, insurance, audit, and other authorized record requests.
• Prepare medical records and supporting documentation for AHCA surveys, CMS reviews, audits, legal requests, and other regulatory inspections.
• Assist facility leadership with survey preparation and promptly retrieve requested resident records during regulatory surveys.
• Monitor medical‑record storage areas to ensure records are…