Administrative Assistant/Medical Records Coordinator

Easterseals Arkansas•Little Rock, AR

8d•Onsite

About The Position

Oversees and maintains the medical records of individuals served and provides administrative support for Children’s Rehabilitation Center (CRC). Assists in the daily operations of the program by performing the following duties: Essential Duties and Responsibilities include the following. Other duties may be assigned. Administrative duties Open and close the lobby based on times set by the director or assistant director. Ensure that the lobby, office and surrounding workspaces are maintained in a professional, safe, and organized manner. Develop and maintain systems and procedures to ensure the office operates in an organized and efficient manner. Greet, check-in, and provide support to all visitors. Screen employees and visitors entering the building following approved guidelines in place at the time. Document screening results where applicable. Provides clear directions based on screening results, which may include denying access to the building. Professionally and appropriately communicate screening results and actions to be taken to individuals screened. Receive and route all calls, messages, and emails to the appropriate staff. Ensure that requests for information are routed to the appropriate staff. Assist with routine correspondence and mailings to include, but no limited to quarterly reports, quarterly newsletters, monthly recreation calendars, monthly personal fund account (PFA) statements, individualized program plan (IPP) summaries, etc. Prepare IPPs, maintains IPP binder, and obtains and files consents and authorizations. Assists in mailing of documents and other correspondence to parents or guardians. Maintain a contact list of individual served and their families/guardians. Order approved departmental supplies following purchasing procedures for documentation and authorization (i.e. purchase orders, Amazon, credit card, etc.) and maintain inventory of supplies on hand. Responsible for petty cash. Maintain documentation of expenses, request petty cash checks to replenish the money, and provide a balance sheet for the Finance Office. Manage process while following organization policy and procedure for items and Medical Records Prepares notebooks for admissions and discharges. Creates Medical Records chart and electronic folders for new individuals prior to their admission to the Center. Complete and submit provider-led shared savings entity (PASSE) concurrent reviews. File program and financial records. Maintain a neat, orderly, and secure medical records room. Organize correspondence and medico-legal aspects of records. Transcribe inter-disciplinary team (IDT) notes. Copy and disseminate requested Medical/Program information to other agencies. Oversee security, preservation, and maintenance of confidential files. Maintain rosters and card indexes on admitted and discharged clients. Establish, maintain, and monitor residential records, according to intermediate care facility for individuals with intellectual disabilities (ICF/IID) standards and Easterseals Arkansas policy and procedures manual. Conduct routine chart audits to check for signatures, correct order of documents, thin outdated material, etc. Conduct routine chart audits of nursing/physician medical records and other records as defined by director or assistant director. Supervisory Responsibilities: Directly supervises Medical Records staff. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems. Compliance/HIPAA: While performing the duties of this job, employee will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas. Employee has access to all client protected health information within his/her program. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Requirements

High school diploma or general education degree (GED)
Three to five years administrative support experience with supervisory experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Knowledge of Microsoft Word Processing software
Knowledge of Excel Spreadsheet software
Ability to type accurately 50 wpm
Knowledge of medical terminology
Ability to operate standard office equipment
Strong interpersonal skills
Ability to interact with public in positive manner

Responsibilities

Open and close the lobby based on times set by the director or assistant director.
Ensure that the lobby, office and surrounding workspaces are maintained in a professional, safe, and organized manner.
Develop and maintain systems and procedures to ensure the office operates in an organized and efficient manner.
Greet, check-in, and provide support to all visitors.
Screen employees and visitors entering the building following approved guidelines in place at the time.
Document screening results where applicable.
Provides clear directions based on screening results, which may include denying access to the building.
Professionally and appropriately communicate screening results and actions to be taken to individuals screened.
Receive and route all calls, messages, and emails to the appropriate staff.
Ensure that requests for information are routed to the appropriate staff.
Assist with routine correspondence and mailings to include, but no limited to quarterly reports, quarterly newsletters, monthly recreation calendars, monthly personal fund account (PFA) statements, individualized program plan (IPP) summaries, etc.
Prepare IPPs, maintains IPP binder, and obtains and files consents and authorizations.
Assists in mailing of documents and other correspondence to parents or guardians.
Maintain a contact list of individual served and their families/guardians.
Order approved departmental supplies following purchasing procedures for documentation and authorization (i.e. purchase orders, Amazon, credit card, etc.) and maintain inventory of supplies on hand.
Responsible for petty cash.
Maintain documentation of expenses, request petty cash checks to replenish the money, and provide a balance sheet for the Finance Office.
Manage process while following organization policy and procedure for items.
Prepares notebooks for admissions and discharges.
Creates Medical Records chart and electronic folders for new individuals prior to their admission to the Center.
Complete and submit provider-led shared savings entity (PASSE) concurrent reviews.
File program and financial records.
Maintain a neat, orderly, and secure medical records room.
Organize correspondence and medico-legal aspects of records.
Transcribe inter-disciplinary team (IDT) notes.
Copy and disseminate requested Medical/Program information to other agencies.
Oversee security, preservation, and maintenance of confidential files.
Maintain rosters and card indexes on admitted and discharged clients.
Establish, maintain, and monitor residential records, according to intermediate care facility for individuals with intellectual disabilities (ICF/IID) standards and Easterseals Arkansas policy and procedures manual.
Conduct routine chart audits to check for signatures, correct order of documents, thin outdated material, etc.
Conduct routine chart audits of nursing/physician medical records and other records as defined by director or assistant director.
Directly supervises Medical Records staff.
Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.
Comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.
Will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.