Concierge/Medical Records

Greenfield Healthcare and Rehabilitation is a leading long-term care and rehabilitation facility committed to delivering exceptional, resident-focused care. Our goal is to enhance the quality of life for our residents through compassionate service, innovative care, and a welcoming environment.

Job Summary

The Concierge/Medical Records position is a dual-role position responsible for providing outstanding customer service as the first point of contact for residents, families, and visitors, while also maintaining accurate and confidential medical records in compliance with regulatory standards. This role requires excellent interpersonal skills, organizational abilities, and a strong understanding of medical record-keeping to support the facility’s operations and resident care.

Key Responsibilities

• Concierge Duties:

  • Greet residents, families, visitors, and staff with warmth and professionalism, creating a welcoming and supportive environment.

  • Answer phone calls, respond to inquiries, and direct visitors or calls to appropriate staff or departments.

  • Assist with scheduling appointments, coordinating transportation, and facilitating communication between residents, families, and healthcare providers.

  • Address resident and family concerns promptly, escalating issues to appropriate personnel when necessary.

  • Maintain a clean and organized front desk area, ensuring a professional appearance.

  • Assist with organizing resident activities, events, or family meetings as needed.

• Medical Records Duties:

  • Maintain accurate, secure, and up-to-date resident medical records in compliance with federal, state, and local regulations, including HIPAA and CMS guidelines.

  • Organize, file, and retrieve medical records, ensuring accessibility for authorized personnel while maintaining confidentiality.

  • Input and update resident information in electronic health record (EHR) systems with precision and attention to detail.

  • Assist with audits and quality assurance checks to ensure compliance with documentation standards.

  • Prepare and distribute medical records or reports as requested by healthcare providers, administrators, or regulatory agencies.

  • Coordinate with nursing and administrative staff to ensure timely and accurate documentation of resident care plans, treatments, and medical histories.

• General Duties:

  • Collaborate with interdisciplinary teams to support resident care and facility operations.

  • Provide administrative support, such as data entry, report generation, and correspondence, as needed.

  • Participate in staff meetings and training sessions to stay updated on facility policies and procedures.

Qualifications

• Education: High school diploma or equivalent required; Associate’s degree or certification in Health Information Management, Medical Office Administration, or related field preferred.

• Experience: Minimum of 1-2 years of experience in a customer service, concierge, or administrative role, preferably in a healthcare or long-term care setting. Experience with medical records or electronic health record (EHR) systems is a plus.

• Skills:

  • Exceptional customer service and interpersonal skills to interact with residents, families, and staff.

  • Strong organizational and time-management abilities with attention to detail.

  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and EHR systems.

  • Knowledge of HIPAA regulations and medical record-keeping standards.

  • Ability to handle sensitive information with confidentiality and professionalism.

  • Excellent verbal and written communication skills.

• Certifications: Certification as a Health Information Technician (RHIT) or similar credential is preferred but not required.

• Other: Must pass a background check and drug screening.

Work Environment

• The role involves working in a fast-paced healthcare setting with frequent interaction with residents, families, and staff.

• Physical demands include sitting, standing, and occasional lifting of files or office supplies.

• May require occasional evening or weekend shifts to accommodate facility needs.

Benefits

• Competitive salary based on experience.

• Comprehensive health, dental, and vision insurance.

• Paid time off and holidays.

• Retirement savings plan with employer match.

• Opportunities for professional development and training.

• Supportive and team-oriented work environment.

Greenfield Healthcare and Rehabilitation is an equal opportunity employer. We value diversity and are committed to fostering an inclusive environment for all employees.