Medical Records and Central Supply Coordinator

We Offer Competitive Salary, Full Benefits Package, Paid time Off and Opportunities for Professional Growth

Trenton Gardens Rehabilitation & Nursing Center, a premier long term skilled nursing facility located in Mercer County, is seeking to hire an CNA/Administrative Assistant to specialize as a Medical Records and Central Supply Coordinator. The primary purpose is to assist in providing high quality supplies and equipment in an efficient manner for our facility with the additional responsibility for managing all aspects of the medical patient record from admission to discharge.

1. This position requires a currently valid New Jersey CN A license.

2. The successful applicant must be able to work as a CN A as needed by the facility.

Responsibilities:

• Responsible to compile, process & accurately account for all medical records on each individual resident
• Protect the security of medical records to ensure that confidentiality is maintained
• Verify the accuracy and accessibility of files
• Maintain electronic health records databases
• Maintain data on patient safety, patterns of disease, and disease treatment and outcome
• Release necessary information to persons and agencies according to regulations
• Responsible for auditing and thinning all medical charts
• Takes inventory of and rotates stocked items daily and maintains monthly inventory of all nursing supplies. Organize storage and catalog location of supplies and equipment for efficient handling and to prevent deterioration. Assures stock room is clean, safe, and orderly. Maintains order of all other supply areas. Keeps areas safe, free from clutter, and organized

• Orders and maintains inventory of supplies and fills requests according to procedures.

• Ensures all purchase orders are properly prepared, signed and submitted as required in policies and procedures.
• Places central supply and vendor orders on a weekly basis, to maintain adequate inventory as demonstrated by requisition order; Insures timely shipping of orders.
• Forwards purchase orders to Accounts Payable.
• Receives, sorts, and cleans equipment in accordance with decontamination policies.

• Unpacks and checks supplies upon receipt from vendors or other suppliers, and reports discrepancies in orders to Executive Director; Packs supplies which need to be returned or sent out. Assist in preparing correspondence and claims concerning damaged merchandise, errors in shipment, etc., and return to vendor as required. Distributes supplies to appropriate locations.

• Places charge stickers or charge slips on supplies.
• Initiates resident charges according to written policies and procedures.
• Obtains data on chargeable supplies used by residents and transfers information into computer tracking daily.
• Orders, maintains, and assembles equipment and puts them in proper position.
• Labels, loads, records, and cleans items according to procedures as documented by equipment cleaning logs.

• Maintains budget as recorded on budget sheets, Reports over budgeting to Administrator of Facility.
• Ensures that special equipment is in good working order.
• Completes equipment rounds and audits. Informs supervisor of any issues or concerns. Reports all unsafe/hazardous conditions, defective equipment, etc., to supervisor immediately.
• Takes defective equipment out of use immediately. Understands and implements lockout/tagout.

• Ensures PPE is stocked and available. Notifies leadership of any brand or size changes or limitations.
• Participates in new product evaluations as directed.
• Maintains accurate records of rental equipment

• Ensures that vendors provide appropriate material safety data sheets (SDSs) in accordance with current OSHA regulations and the facility’s policies and procedures. Reports problem areas to the DHS, ED, or Plant Operations.
• Performs any miscellaneous work assignments as may be required.

Education/Qualifications

• High School diploma or equivalent required.

• Ability to follow written and oral instructions, Knowledge of medical terminology helpful.
• Strong organizational skills and attention to detail are a must.
• Must be able to work independently and without extensive oversight.

Experience:

• 2 years clerk experience required; experience in Long Term Care setting preferred with experience in medical work with knowledge of medical terminology, anatomy and record procedure.

• New Jersey State Certification as a CN A
• Familiarity with supply management and/or purchasing preferred.

Physical Demands:

Position requires frequent lifting of articles weighing 30-50 pounds; walking, standing, pushing, reaching, handling, and fingering, near-visual acuity, distance vision, and peripheral vision. This position requires extensive use of office equipment including computers, phones, fax, scanner, etc. that require repeating motions that may include the wrists, hands and/or fingers.

ABOUT US:

We operate our facility to provide a warm, nurturing environment, which allows each resident to maintain his or her individuality and dignity. Our staff is committed to ensuring the highest quality of life for all our residents. We pride ourselves on our professionalism and are constantly looking to be the best at what we do. Please join us and begin a rewarding and exceptional career.

Trenton Gardens Rehabilitation & Nursing Center, considers the health and safety of its residents, family members, and team members as its highest priorities. All offers of employment are conditioned on completing and passing a background and drug test, participating in mandatory vaccine programs (e.g., Covid-19), participating in testing requirements (e.g. Covid-19, TB) and using protective equipment.

EOE Statement

WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.