Administrative Assistant/Medical Records Coor
About The Position
The Administrative Assistant/Medical Records Coordinator serves in a broad customer service role for current and prospective residents, visitors, and vendors while supporting administration. The role maintains each resident’s medical records, ensuring they are complete, accurately documented, readily accessible, and systematically organized, and safeguards them against destruction, loss, or unauthorized use. Records must be retained after a resident’s death or discharge for the period required by federal and state statutes and regulations. The position supports quality services for residents and families, consistent with Friends’ mission and customer service commitment. It involves reception and administrative duties, medical-records coordination, compliance support, and regular interaction with residents, families, staff, and other visitors. The schedule is every Thursday and Friday, 9 a.m. to 5 p.m.
Requirements
- High school diploma or GED.
- Good understanding of customer service.
- Good knowledge of Microsoft Office.
- Great attention to detail.
- Great organizational skills.
- Good verbal and nonverbal communication skills.
- Working knowledge of medical terminology and keyboarding.
- Ability to understand, read, and communicate in English.
- Ability to frequently lift and/or move up to 25 pounds and lift or move files.
- Required vision abilities include close, distance, color, and peripheral vision, depth perception, and ability to adjust focus.
- Two years of relevant experience in related tasks in a health care facility is preferred but not required.
Nice To Haves
- Two years of relevant experience in related tasks in a health care facility.
Responsibilities
- Screen phone calls and inquiries for Friends House and direct them to the appropriate staff person.
- Sort and distribute mail and packages.
- Direct residents and family members seeking assistance to the appropriate staff person.
- Respond to calls from prospective residents, share basic information about Friends House, gather contact information, and forward it to appropriate sales or admissions staff.
- Assist with compliance activities, including sanction screenings, code of conduct mailings, and tracking certificates of insurance.
- File, order supplies, and perform miscellaneous duties.
- Collect, assemble, check, and file charts as required.
- Maintain a record of authorized information taken from charts or records.
- Communicate courteously and professionally with co-workers, management, clients, and others.
- Perform other duties as assigned.
- Participate in Friends’ Quality Improvement Plan.
- Abide by the standards and practices in the Corporate Compliance Code of Conduct.
- Follow organizational privacy and security policies and procedures in compliance with HIPAA regulations.
- Maintain the confidentiality of resident and family information to ensure HIPAA compliance.
- Participate in mandatory training, in-services, facility committees, and other meetings as directed by the supervisor.
- Introduce oneself to new residents and their families.
- Answer residents’ call lights as necessary and notify the appropriate staff person on duty.
- Build trusting relationships with residents and family members by demonstrating compassion, empathy, and respect.
- Remain alert to possible injuries to patients or others.
- Come to work in inclement weather.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
High school or GED
