Medical Records & Staff Development Coordinator

We are looking for the best LPN to be our next Med Records/Staff Development Coordinator.

REPORTS TO: Administrator and/or assigned supervisors which may include the

Director of Nursing

FLSA: Exempt (Administrative)

POSITION SUMMARY: The Med Records/Staff Development Coordinator will be responsible for developing, implementing, and maintaining a comprehensive training program that emphasizes clinical skills, staff development, and ongoing education. The role also ensures that medical records are accurate, complete, and compliant with all relevant regulations. The Coordinator will focus on enhancing staff clinical competencies while fostering a positive work culture through staff recognition and acknowledgment.

POSITION TYPE/EXPECTED HOURS OF WORK: Full-time position that rotates call with other nursing administration. Assists with covering the nursing floor as needed.

RESPONSIBILITIES/ACCOUNTABILITIES:

1. Training Development & Coordination: Collaborate with the Compliance Officer and leadership to develop a comprehensive training plan focused on clinical skills development, staff education, and compliance with regulatory requirements. Develop educational calendars that prioritize clinical competencies and staff development initiatives.

2. Orientation & Onboarding: Plan, schedule, conduct, and oversee orientation programs for new personnel, ensuring they are properly onboarded with an emphasis on clinical skills, resident care, and facility policies.

3. Ongoing Education & Refresher Training: Develop and implement ongoing education and refresher training programs to enhance clinical competencies, including specific skills training for nursing and care staff. Track attendance and completion to ensure all personnel remain up to date with their required training.

4. Clinical Competency Evaluation & Development: Collaborate with department managers to define and assess clinical competencies required for effective resident care. Assist in evaluating staff based on technical, behavioral, and knowledge-based criteria, ensuring clinical excellence across all teams.

5. Flexible Training Scheduling: Schedule training sessions with flexibility to maximize participation. Post notices of upcoming training programs well in advance to ensure staff availability.

6. Staff Acknowledgment & Recognition: Foster a culture of appreciation and recognition by acknowledging staff achievements, clinical skill improvements, and overall contributions to the facility’s success. Work with leadership to implement strategies for improving staff morale and engagement through acknowledgment programs and recognition events.

7. Training Records & Documentation: Maintain accurate records of all training sessions, including reports, instructional materials, and speaker qualifications. Ensure that all training documentation is complete, up to date, and compliant with regulatory standards.

8. Medical Records Management & Auditing: Maintain accurate, up-to-date patient records in both paper and electronic formats. Perform routine audits of medical records upon admission, throughout the stay, and at discharge, working closely with the nursing team to monitor compliance with policies regarding documentation, physician visits, timeliness, and other regulatory requirements.

9. Medical Record Request Processing: Process medical record requests in accordance with HIPAA and facility policies. Confirm all requests with the Director of Nursing or Administrator, and coordinate with the corporate legal department for clearance of external requests. Retrieve, copy, and forward records as directed.

10. Responding to Inquiries: Handle telephone and written inquiries concerning medical records, ensuring compliance with facility policies and responding in a timely manner.

11. Additional Tasks: Perform other tasks as assigned by the supervisor to support facility operations.

COMPLIANCE RESPONSIBILITIES:

1. Legal & Ethical Compliance: Comply with all relevant legal requirements, including the Compliance and Ethics Program, Standard/Code of Conduct, Federal False Claims Act, and HIPAA regulations.

2. Mandatory Training & Orientation: Participate in required orientation and training programs to stay informed about regulatory requirements, compliance standards, and best practices in clinical care.

3. Reporting & Investigation Cooperation: Promptly report concerns or suspected incidents of non-compliance to a supervisor, Compliance Liaison, or the Compliance Officer via the Integrity Hotline. Cooperate with monitoring, audits, and investigations as necessary.

4. Quality Assurance Participation: Participate in quality assurance and process improvement activities to ensure clinical excellence and continuous improvement of facility practices.