Administrative Admissions Assistant/Medical Records

Otterbein SeniorLife•Lebanon, OH

7d•Onsite

About The Position

Inspired by faith, we strive to enrich individual life journeys for all by providing high-quality service in a cheerful, timely manner and by communicating, coordinating, and cooperating with others to attain goals. This role is responsible for organizing, planning, and directing the medical records section as directed by the Director of Nursing in accordance with established policies and procedures. It involves maintaining all new and re-admissions by assuring that all record information is complete and accurate, and that history, physicals, and discharge records are current and accurate on all residents. The position also involves answering inquiries concerning medical records functions, preparing correspondence, and maintaining the confidentiality of all pertinent resident care information. Additionally, the role requires retrieving information from records as authorized/required for various entities, collecting, assembling, checking, coding, and filing resident charts, and ensuring proper storage and filing of medical records. The Administrative Admissions Assistant/Medical Records also performs periodic auditing of resident charts, assists with unit calendar and transportation scheduling, and manages ancillary services billing and inventory. The role requires understanding the relationship of the job to the facility mission, working cooperatively with coworkers, and participating in facility/department committees. A key part of the role involves meeting with residents/patients and family to process all paperwork for admissions, interpreting informational forms, and responding to questions. The position provides support for Marketing/Admissions staff, enters admission data into Point Click Care, conducts tours of Nursing Areas, and maintains resident and employee rights and confidentiality. Interaction with residents, family members, employees, and visitors is expected to be positive. The role also involves maintaining a supply of Information Packets and processing various documents. Adherence to all established policies, guidelines, procedures, and federal and state regulations is crucial. The position requires asking for help when appropriate, maintaining acceptable attendance levels, and demonstrating willingness to work extra shifts, overtime, and accept schedule changes. Consistent effort and attention to work results in quality service and performance. Identifying and discussing improvements to work processes, efficiency, and quality with supervisors is expected. An effort to improve job skills, knowledge, and performance is evident, and established personnel, department, and facility policies are followed. Attending mandatory educational programs is required. Organization of files and desk material should be orderly. Sensitivity to the emotional, spiritual, and practical needs of residents, families, guests, and staff members is demonstrated in all interactions. Positive feedback regarding the quality of work and effort is desired. Priorities, schedules, and effort should be adjusted to meet specific customer needs. Problems related to safety, cleanliness, and comfort of resident and work areas are reported and/or corrected. Universal Precautions and Infection Control techniques are followed, and understanding one's role in facility safety plans and procedures related to fire, weather, and other disasters is demonstrated. Maintaining resident rights and confidentiality is paramount.

Requirements

High School Diploma or equivalent.
Must be familiar with UltiPro to complete payroll and run reports.
Must be able to cope with mental and emotional stress related to working with persons who are ill, disabled, elderly and/or emotionally upset.
Must be detailed oriented.
Must have knowledge of medical terminology.
Must have excellent literacy and writing, documentation, communications and interpersonal abilities.
Must be able to use tools and equipment required.
Must be capable of functioning independently under supervision of RN.
Must be able to work with numerous distractions and interruptions.
Must have a high degree of flexibility.

Nice To Haves

Previous office or scheduling related experience preferred.
Knowledge in health care industry preferred.
Previous experience in long-term health care facility preferred.
Relevant experience and social service and or customer service training.

Responsibilities

Organizing, planning, and directing the medical records section as directed by the Director of Nursing in accordance with established policies and procedures.
Maintaining all new and re-admissions by assuring that all record information is complete and accurate.
Assuring that history, physicals, and discharge records are current and accurate on all residents.
Answering inquiries concerning medical records functions and preparing correspondence as necessary.
Maintaining confidentiality of all pertinent resident care information to assure that resident rights are protected, releasing information only as required by established policies and procedures.
Retrieving information from records as authorized/required for insurance companies, Medicare, physicians, and other authorized personnel while maintaining confidentiality.
Collecting, assembling, checking, coding, and filing resident charts and records according to established procedure.
Proper storage and filing of medical records by assuring that work/assignment areas are clean and records, files, etc., are properly stored before leaving such areas on breaks, end of work day, etc.
Period auditing of all current residents’ charts and reporting problems.
Assisting with unit calendar and transportation scheduling in a cooperative manner.
Ordering, maintaining inventory, and billing all ancillary services to all payment methods working with the Director of Nursing to maintain supplies adequately and budget in line.
Completing and delivering maintenance slips to campus center as indicated.
Understanding the relationship of this job to the facility mission and to other jobs in the facility.
Willingly working with coworkers, supervisors and staff from other departments to solve problems and to improve processes and services in regards to medical records maintenance.
Participating on facility/department committees and task forces.
Identifying and acting on opportunities to help and support work efforts of coworkers and staff from other departments.
Meeting with Residents/Patients and family to process all paperwork for admissions.
Interpreting informational forms required for all new admissions and responding to questions.
Providing support for the Marketing/Admissions staff.
Entering admission data into Point Click Care (Operating Systems).
Conducting tours of Nursing Areas.
Maintaining resident and employee’s rights and confidentiality.
Interacting positively with residents, family members, employees and visitors under a variety of conditions and circumstances.
Maintaining supply of Information Packets.
Processing documents including letters, memos, minutes, residents Telephone Directory, Residents’ Manual, Admission Forms, etc., upon request.
Processing all paperwork for admissions for new residents.
Following all established policies and guidelines/procedures including federal and state regulations to assure that quality resident care is maintained.
Asking for help and support of own work efforts when appropriate.
Ensuring instances of absence and tardiness are within acceptable levels.
Demonstrating willingness to work extra shifts and overtime when asked.
Demonstrating willingness to accept changes in schedule and work assignments.
Ensuring consistent effort and attention to work results in quality service and performance.
Identifying and discussing ways to improve work processes, efficiency, and quality with the supervisor and other appropriate staff members.
Demonstrating an effort to improve job skills, knowledge and performance.
Following established personnel, department and facility policies.
Attending mandatory educational programs identified by the facility.
Maintaining organization of files and desk material.
Demonstrating sensitivity to emotional, spiritual and practical needs of resident, families, guests and staff members in all interactions.
Receiving positive feedback and comments about the quality of work and effort from residents, families and coworkers.
Adjusting priorities, schedule and effort to meet specific customer needs.
Reporting and/or correcting problems related to safety, cleanliness and comfort of resident and work areas.
Following Universal Precautions and Infection Control techniques.
Demonstrating understanding of own role in facility safety plans and procedures related to fire, weather and other disasters.
Maintaining resident rights and confidentiality.