Medical Records Clerk​/Receptionist

Maintains resident medical records and health information systems in accordance with current federal and state guidelines and established policies and procedures.

• Organizes, plans and manages the medical records department in accordance with established policies and procedures.
• Ensures resident health information is protected and not disclosed unless by permission or with established policies and procedures.
• Retrieves resident records (manually/electronically) and delivers as necessary.
• Files information such as nursing notes, assessments, progress notes, lab reports, x-ray results, correspondence, etc., either manually or electronically into resident charts.
• Collects, assembles, checks, and files resident charts.
• Ensures incomplete records/charts are returned to the appropriate department or personnel for corrections.
• Ensures resident records are properly completed, assembled, coded, etc., before filing.
• Extracts information from records for insurance companies, Medicare, Medicaid, VA, etc., in accordance with established policies, procedures and privacy rules.
• Picks up and delivers medical records to designated areas as necessary.
• Answers telephone calls regarding inquiries about medical records and prepares written correspondence as necessary.
• Files active and inactive records as per established policies.
• Completes portions of death certificates as indicated.
• Maintains logs of specific items as per established policies and procedures.
• Maintains requests for medical records forms and completes as necessary.
• Treats all residents with dignity and respect, promoting and protecting all residents’ rights.
• Establishes a culture of compliance by adhering to all facility policies and procedures.
• Complies with standards of business conduct, state/federal regulations and guidelines.
• Follows appropriate safety and hygiene measures at all times to protect residents and themselves.
• Maintains confidentiality of protected health information, including verbal, written, and electronic communications.
• Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel and reports any retaliation or discrimination to HR or the compliance officer.
• Reports any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor or administrator, protecting residents from abuse and cooperating with investigations.
• Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.
• Participates in all life safety and emergency drills and trainings, fulfilling responsibilities as assigned during implementation or activation of the facility’s emergency plan.
• Reports work-related injuries and illnesses immediately to supervisor.
• Follows established infection control policies and procedures.

• Answer and direct all calls in a professional, friendly manner and take complete and accurate messages.
• Welcome on‑site guests, determine the nature of business, and announce the guest to appropriate personnel.
• Assist the Executive Assistant or Business Office Manager with clerical duties, including faxing, copying, and organizing/maintaining files.
• Receive, sort, and distribute mail.
• Support the administration team and special projects as assigned.

• Vacation, sick time & paid time off
• Health benefits (medical, dental, vision, life & long‑term disability)
• Competitive compensation
• Flexible scheduling
• Bonus opportunities & recognition
• Up to six paid holidays per year and/or double‑time opportunities
• Tuition reimbursement

• High school diploma or equivalent
• Minimum of 2 years’ administrative experience preferred.
• Working knowledge of medical terminology, anatomy and physiology, coding, and other aspects of health information preferred, but not required.
• Ability to read, write, speak and understand the English language.
• Must be a supportive team member, contribute to and be an example of teamwork.
• Ability to make independent decisions when circumstances warrant such action.
• Ability to deal tactfully with personnel, residents,…