Medical Records Coordinator - Hospice

Job Summary:

The Hospice Medical Records Coordinator is responsible for managing and maintaining accurate and up-to-date medical records for hospice patients. This role ensures compliance with all regulatory standards, facilitates efficient information flow, supports the interdisciplinary team, and contributes to the overall quality of patient care.

Key Responsibilities:

1. Medical Records Management (30%):
   • Maintain accurate and complete medical records for all hospice patients, ensuring timely updates and accessibility.
   • Organize, file, and retrieve patient records as needed.
   • Ensure records are kept confidential and secure, adhering to HIPAA and other regulatory requirements.
2. Data Entry and Information Management (20%):
   • Enter patient information into electronic medical records (EMR) systems accurately and promptly.
   • Manage electronic and paper-based records, ensuring data integrity and confidentiality.
   • Generate reports and provide data analysis as required for quality improvement and compliance purposes.
3. Documentation Review and Quality Assurance (15%):
   • Review patient documentation for accuracy, completeness, and compliance with hospice policies and regulatory standards.
   • Conduct regular audits of medical records to identify and correct discrepancies.
   • Implement and monitor quality assurance programs to maintain high standards in documentation.
4. Interdisciplinary Team Support (15%):
   • Facilitate communication and information sharing among the interdisciplinary team.
   • Assist clinical staff in accessing and utilizing patient records effectively.
   • Participate in team meetings to discuss and review patient care and documentation practices.
   • Provide support and coverage during the Administrative Coordinator’s absence.
5. Compliance and Training (10%)
   • Follow all HIPAA privacy regulations, ensuring confidentiality for patients, residents, and staff.
   • Attend all mandatory in-services, meetings, and training sessions to stay up-to-date with compliance requirements and company policies.
   • Provide exceptional customer service through compassionate and empathetic interactions with patients and families.
6. Compliance and Regulatory Support (5%):
   • Ensure compliance with federal, state, and local regulations related to medical records and documentation.
   • Prepare for and participate in regulatory inspections and audits, ensuring readiness and compliance.
   • Stay informed about changes in regulations and best practices in medical records management.
7. Performs other related duties as assigned (5%):

Qualifications:

• Education: High school diploma or equivalent. Bachelor’s degree preferred.
• Experience: Two (2) years’ experience with medical records or related medical record experience preferred.
• Skills: Strong organizational and multitasking abilities. Excellent attention to detail and accuracy. Proficiency in electronic medical records (EMR) systems and office software. Knowledge of medical terminology and regulatory requirements related to medical records. Ability to work independently and as part of an interdisciplinary team. Strong communication and interpersonal skills.

Physical Requirements:

• Primarily office-based with occasional travel to hospice facilities or community events.
• Must be able to lift and carry office supplies or equipment weighing up to 25 pounds.
• Ability to sit, stand, walk, bend, and reach as needed for office activities.
• Occasional travel to other hospice facilities or locations as needed.