KC-Central Supply​/Medical Records Clerk

Hours of Operation: The hours will be set by the Administrator/DON.

Job Summary: The Medical Records Clerk’s primary function is to compile, process, and maintain medical records of residents. Order, stock, deliver, and maintain supplies.

• Process records when a resident is admitted.
• Verify diagnoses and allergies with DON/ADON and/or other designated staff and record on admission record.
• Ensure that all information is complete on admission record; place admission record in medical record; notify DON/ADON and/or other designated staff member when documentation is incomplete.
• File medical records and review for completeness, accuracy, and compliance with state and federal regulations; within 24 – 48 hours initiate audit; complete form and follow-up with DON/ADON and/or other designated staff member within 72 hours.
• Retrieve resident medical records for physicians, other medical personnel, and facility staff.
• Protect the security of medical records to ensure confidentiality.
• Responsible for “thinning” of overflow from in-house records and filing in discharge record order.
• Audit transfer/discharge information to ensure accuracy and completeness.
• Release information to persons or agencies according to regulations.
• Assist with processing computer forms, nursing staff, and administrative staff as assigned.
• Ensure certifications and/or recertifications for Medicare residents are signed by attending physician.
• Purge files yearly and send to off‑site location.
• Track physician visits and inform the DON/ADON weekly of residents who need to be seen for visits.
• Mail doctor orders and telephone orders for the campus.
• Complete chart audits as assigned by DON/ADON.
• Maintain supplies and paperwork for all units.
• Obtain monthly physician orders signatures.
• Collect paperwork and time corrections from North and South units and deliver to designated staff member daily.
• Comply with federal, state, and company policies, procedures, and regulations.
• Operate computers programmed with software needed to record, store, and analyze resident information; operate copy/fax/printer machines to send documents and produce documents.
• Must be able to work any shift as directed by the Administrator.
• Please refer to the Physical and Other Requirements section for abilities that are essential as they relate to the ability to do duties listed above.

Prior experience in a similar working environment is preferred, but not a requirement of the position. Experience in health care is desired.

The successful candidate will have a poised, professional demeanor, and a positive attitude. They will be resourceful and have the ability to take the initiative in a changing workplace and adapt to varying requirements and needs. Specific abilities include:

• Ability to understand, observe, and enforce infection control procedures related to facility services.
• Ability to observe all facility safety policies and procedures.
• Ability to understand and recognize potential physical, chemical, and electrical hazards and take immediate corrective action as appropriate.
• Ability to understand and enforce the Exposure Control Plan as this position risks occupational exposure to blood borne pathogens and other infectious material as an essential function of the job.
• Ability to safeguard the privacy of Residents’ health information.
• Ability to speak and read English, and follow oral and written directions.
• Ability to establish and maintain effective working relationships with the public, residents, and staff.
• Ability to use computers; the ability to use the designated facility computer system (or systems) at a proficient level.
• Ability to perform other related duties as directed by administration.
• Must attend staff meetings, in‑service classes, and committee meetings as assigned or required.

Primarily this position operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. In addition, this position interacts with residents, family members, staff, etc., under all conditions and circumstances and must be constantly alert for resident safety. This position is also subject to exposure to infectious diseases, conditions, etc.,

including the Hepatitis B viruses.

This position requires vaccination against COVID‑19, as detailed in the Company’s Mandatory COVID‑19 Vaccination Policy.

This position requires the following abilities as essential for the position:

• Ability to stand, stoop, crouch, kneel, balance, finger, grasp, push, pull, reach, or walk.
• Ability to lift objects from a lower to higher position or moving objects along a horizontal level but from position to position. This includes lifting and carrying weights up to 75 pounds.
• Ability to exert force upon an object in order to draw, drag or tug objects toward the source of the force in a sustained motion.