Medical Records / Central Supply Clerk

Job Summary:

The Medical Records / Central Supply Clerk is responsible for ensuring that residents' medical records are maintained in accordance with regulatory standards and facility policies. In addition, the role involves managing inventory and ordering supplies for the facility, ensuring that necessary materials are available to staff and that supplies are organized and easily accessible. This position requires attention to detail, strong organizational skills, and a commitment to maintaining the highest level of confidentiality and compliance with healthcare regulations.

Key Responsibilities:

Medical Records:

• Maintain and Update Medical Records: Ensure that resident medical records are accurately created, updated, and filed in compliance with state and federal regulations (e.g., HIPAA).
• Document Management: Organize and file medical records, ensuring they are easily accessible for medical staff and compliant with the facility's documentation policies.
• Data Entry and Charting: Input and update resident medical data into the electronic medical records (EMR) system; monitor and verify the accuracy of data.
• Filing and Retrieval: Retrieve and file medical records upon request by physicians, staff, or authorized parties, ensuring compliance with privacy and confidentiality laws.
• Audit and Compliance: Assist with audits of medical records, ensuring compliance with documentation standards and regulations.
• Resident Admissions and Discharges: Maintain and organize files for new admissions and discharged residents, ensuring timely preparation and completion of documentation.
• Confidentiality: Ensure that all medical records are handled with the utmost confidentiality and in accordance with HIPAA guidelines and facility policies.
  
  
  

Central Supply:

• Inventory Management: Track, monitor, and maintain adequate inventory levels of medical and non-medical supplies for the facility.
• Ordering Supplies: Place orders for supplies, ensuring that stock levels are maintained and that the facility is adequately equipped at all times.
• Receiving and Inspecting Deliveries: Receive deliveries of medical supplies and equipment, inspect items for accuracy and damage, and log items into the inventory system.
• Supply Distribution: Distribute supplies to various departments, ensuring that all areas of the facility are properly stocked with necessary materials.
• Stockroom Organization: Maintain a clean, organized, and easily accessible storage area for all medical and non-medical supplies.
• Track Expiration Dates: Monitor expiration dates on supplies and equipment, ensuring that items are rotated and used before their expiration.
• Budget Monitoring: Assist with monitoring supply budgets, ensuring that ordering and usage align with the facility's financial guidelines.
  
  
  

Qualifications:

• High School Diploma or equivalent required; additional certification or training in Health Information Management, Medical Records, or a related field preferred.
• Prior experience in medical records management or healthcare supply management is preferred, especially in a long-term care or healthcare setting.
• Knowledge of medical terminology, HIPAA regulations, and healthcare documentation practices.
• Strong organizational skills with attention to detail, especially when handling medical records and inventory.
• Proficiency in using electronic medical records (EMR) software and inventory management systems.
• Ability to communicate effectively with staff, residents, and visitors.
• Ability to prioritize tasks and work efficiently in a fast-paced environment.
• Strong interpersonal skills with the ability to work collaboratively with various departments.
• Basic computer skills, including proficiency with MS Office Suite (Word, Excel) and database management software.