Administrative Assistant/Medical Records Coordinator

EASTERSEALS ARKANSAS•Little Rock, AR

51m

About The Position

Oversees and maintains medical records for individuals served and provides administrative support for the Children’s Rehabilitation Center (CRC). Supports the program’s daily operations by maintaining an organized and professional office, coordinating visitor access and communications, supporting correspondence and purchasing, and managing confidential medical and program records. Directly supervises Medical Records staff, including hiring, training, assigning and evaluating work, and addressing employee concerns. The position requires compliance with applicable laws and regulations, including HIPAA and organizational policies governing protected health information. The employee regularly talks or hears and frequently sits and uses their hands to handle or feel. The role occasionally requires standing, walking, reaching, and stooping, kneeling, crouching, or crawling. It regularly requires lifting or moving up to 10 pounds and occasionally up to 25 pounds. The work environment is usually quiet, with frequent exposure to moving mechanical parts.

Requirements

High school diploma or GED.
Three to five years of administrative support experience, including supervisory experience.
Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence and speak effectively before groups of customers or employees.
Ability to calculate figures and amounts and apply basic algebra and geometry concepts.
Ability to follow written, oral, or diagrammed instructions and resolve problems involving several concrete variables in standardized situations.
Knowledge of Microsoft Word processing and Excel spreadsheet software.
Ability to type accurately at 50 words per minute.
Knowledge of medical terminology.
Ability to operate standard office equipment.
Strong interpersonal skills and ability to interact positively with the public.
Ability to talk or hear regularly; sit and use hands frequently; and occasionally stand, walk, reach, or stoop, kneel, crouch, or crawl.
Ability to regularly lift or move up to 10 pounds and occasionally lift or move up to 25 pounds.
Required vision abilities include close, distance, and color vision, peripheral vision, depth perception, and the ability to adjust focus.

Responsibilities

Open and close the lobby according to times set by the director or assistant director.
Maintain the lobby, office, and surrounding workspaces in a professional, safe, and organized manner.
Develop and maintain systems and procedures for an organized and efficient office.
Greet and check in visitors, provide support, and screen employees and visitors according to current approved guidelines; document results where applicable, communicate outcomes, and direct or deny access as appropriate.
Receive and route calls, messages, emails, and requests for information to appropriate staff.
Assist with routine correspondence and mailings, including quarterly reports and newsletters, recreation calendars, personal fund account statements, and individualized program plan summaries.
Prepare individualized program plans, maintain the IPP binder, and obtain and file consents and authorizations.
Assist with mailing documents and correspondence to parents or guardians and maintain a contact list of individuals served and their families or guardians.
Order approved departmental supplies according to purchasing documentation and authorization procedures, and maintain supply inventory.
Manage petty cash, document expenses, request replenishment checks, and provide a balance sheet to the Finance Office.
Prepare notebooks for admissions and discharges.
Create medical-record charts and electronic folders for new individuals before admission.
Complete and submit PASSE concurrent reviews.
File program and financial records; organize correspondence and medico-legal aspects of records; and transcribe interdisciplinary team notes.
Copy and distribute requested medical or program information to other agencies.
Maintain a neat, orderly, and secure medical records room and oversee the security, preservation, and maintenance of confidential files.
Maintain rosters and card indexes for admitted and discharged clients.
Establish, maintain, and monitor residential records in accordance with ICF/IID standards and Easterseals Arkansas policies and procedures.
Conduct routine chart audits for signatures, document order, outdated material, and other requirements, including audits of nursing and physician records and other records as directed.
Supervise Medical Records staff, including interviewing, hiring, training, planning and assigning work, directing and appraising performance, rewarding and disciplining employees, and resolving complaints and problems.
Comply with applicable federal, state, and local laws and regulations and follow restrictions on access to protected health information.