Medical Records Coordinator LPN

Pine Forest•Jackson, MS

9h•Onsite

About The Position

JOB SUMMARY: The primary purpose of the Medical Records Coordinator position is to assist the Charge Nurses in their day-to-day recording and charting of medical and/or administrative information and assure resident safety. JOB DUTIES & RESPONSIBILITIES: Administrative Functions · Receive and follow work schedule/instructions from your supervisor and as outlined in facility policies and procedures. · Organize, plan and direct the medical records department in accordance with established policies and procedures. · Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility, to assure that medical records can be properly maintained. · Organize and maintain facility medical records system in compliance with corporate, state and federal regulations. · Code and quantify records from admission to discharge. · Maintain a documented, organized system which is readily accessible by other authorized professionals. · Insure that all report are completed within established time frames. · Schedule and maintain a time schedule for all interdisciplinary meetings and keep appropriate personnel informed of the schedule. · Maintain the resident census on a daily basis. · Maintain a current list of each physician’s residents and send to the physician quarterly. · Pull charts for physicians’ rounds each week and insure that documentation is present. · Monitor Restrain and Bowl and Bladder Programs to insure documentation is present. · Audit MAR and Treatment sheets weekly. · Audit Narcotic Count Sheets weekly. · Review admission information for accuracy and completeness within 24 hours of admission. · Conduct weekly audit of physician visits, progress notes, and nursing notes to insure that all signatures and dates are present. · Conduct monthly audit of progress notes for all departments, monthly summaries, history and physical, etc. to insure that all forms are present and complete. · Ensure that discharge records and chart are completed within 72 hours of discharge and arrange the file in chronological order in each section so that material can be retrieved in an efficient manner. · File lab and x-ray reports on charts daily. · Review physician orders (including telephone orders) and monitor to be sure that lab, x-ray, diagnostic tests, consultations, etc., have been scheduled and followed through. · Maintain log/roster to identify when care plan meetings are due. · Insure that MDS documentation is placed in resident’s medical record and that documentation is complete. · Insure that MDS quarterly review sheets are completed with each care planning conference. · Prior to admission, obtain the history and physical, admit orders, physician’s statement, TB skin test and/or chest x-ray. · Maintain resident admission register and discharge list. · Insure that a Facesheet is completed for each resident. Make copies of the form and distribute to the authorized personnel involved in the resident’s care. · Prepare Resident Identifier and laminated name plate for the door for each new resident. · Maintain a list of residents hospitalized and dates of hospitalization. · Update individual hospitalization lists in charges including discharge summary from hospital. · Maintain a file of incident reports and insure that the Director of Nursing and Administrator have seen and initialed the reports. · Prepare a monthly summary of incident reports for review by the Director of Nursing and subsequently the Medical Director. · Maintain a current list of diagnosis in each resident’s medical chart. · Maintain a master list of all residents including length of stay. · Prepare blank charts for admission if not utilizing electronic medical record. · File discharged charts, QA reports, minutes of meetings, consultant reports (all departments). · Prepare monthly report of deaths in the facility for Vital Statistics Department. · Thin charts according to facility policies and arrange overflow in discharge chart order. · Pick up and deliver lab specimens to the hospital. · Deliver forms, physicians’ reports, etc. to clinics. · Coordinate discharge and death records. · Collect medical records upon discharge or death, assemble in proper order, and check for completeness. · Return incomplete charts to nursing supervisor or attending physician for proper correction or completion. · Retrieve medical records according to medical records policy & procedure & send to the Chief Compliance Officer (Policy on SharePoint/Corporate Compliance). · Answer telephone inquiries and other correspondence. · Maintain confidentiality of all medical records. Committee Functions · Perform secretarial duties for committees of the facility as directed i.e., QAPI Committee, Safety, etc. · Collect and assemble/compile records for committee review, as requested and prepare reports for staff/other committees as directed. Equipment and Supply Functions · Maintain an adequate stock of medical forms and documentation supplies · Report equipment malfunctions or breakdowns to your supervisor as soon as possible · Assure that work/assignment areas are clean and records, files, etc. are properly stored before leaving such areas on break, end of work day, etc. Staff Development Functions · Attend and participate in in-service educational classes and on-the-job training programs. · Conduct or coordinate at least one full staff in-service per year Safety and Sanitation Functions · Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately Resident Rights Responsibilities · Maintain confidentiality of all pertinent resident care information to assure resident rights are protected · Knock before entering a resident’s room · Assure that residents’ rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints are followed Working Conditions · Works in office areas as well as throughout the facility. · Moves intermittently during work hours. · Is subject to frequent interruptions. · Is involved with residents, personnel, visitors, government agencies/personnel, under all conditions and circumstances. · Is subject to hostile and emotionally upset residents, family members, personnel and visitors. · Communicates with the medical staff, nursing personnel and other department supervisors. · Works beyond normal working hours and in other positions temporarily, when necessary. Works on weekends and holidays when necessary. · Is subject to callback during emergency conditions. · Attends and participates in continuing educational programs. · Is subject to exposure to infectious waste, diseases, conditions, etc. including TB and the AIDS and Hepatitis B viruses. · Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, plastics, synthetics, disinfectants, tobacco smoke, and other potential contaminants. · May be subject to the handling of and exposure to hazardous chemicals.

Requirements

Must possess an LPN license
Must have two (2) years’ experience in medical records.
Must have a minimum of six (6) months of experience in a health care environment
Must have a typing speed of 45 wpm or greater
Must be familiar with both DOS and Windows computer environments
Must have general office and clerical skills
Must have excellent communication and interpersonal skills
Must possess a practical knowledge of medical terminology and record keeping
Must be organized and detailed in work performance

Nice To Haves

Some business training preferred
Medical Records certification preferred

Responsibilities

Assist Charge Nurses in recording and charting medical/administrative information.
Assure resident safety.
Follow work schedule/instructions from supervisor.
Organize and direct the medical records department.
Maintain rapport with inter-department personnel.
Maintain facility medical records system in compliance with regulations.
Code and quantify records from admission to discharge.
Maintain a documented, organized system accessible by authorized professionals.
Ensure reports are completed within time frames.
Schedule and maintain a time schedule for interdisciplinary meetings.
Maintain the resident census daily.
Maintain a list of physician’s residents and send quarterly.
Pull charts for physicians’ rounds weekly and ensure documentation is present.
Monitor Restrain and Bowl and Bladder Programs to ensure documentation is present.
Audit MAR and Treatment sheets weekly.
Audit Narcotic Count Sheets weekly.
Review admission information for accuracy within 24 hours.
Conduct weekly audit of physician visits, progress notes, and nursing notes.
Conduct monthly audit of progress notes for all departments, monthly summaries, history and physical, etc.
Ensure discharge records and chart are completed within 72 hours of discharge.
File lab and x-ray reports on charts daily.
Review physician orders and monitor lab, x-ray, diagnostic tests, consultations, etc.
Maintain log/roster to identify when care plan meetings are due.
Ensure MDS documentation is placed in resident’s medical record and is complete.
Ensure MDS quarterly review sheets are completed with each care planning conference.
Obtain history and physical, admit orders, physician’s statement, TB skin test and/or chest x-ray prior to admission.
Maintain resident admission register and discharge list.
Ensure a Facesheet is completed for each resident.
Prepare Resident Identifier and laminated name plate for the door for each new resident.
Maintain a list of residents hospitalized and dates of hospitalization.
Update individual hospitalization lists in charges including discharge summary from hospital.
Maintain a file of incident reports and ensure that the Director of Nursing and Administrator have seen and initialed the reports.
Prepare a monthly summary of incident reports for review by the Director of Nursing and subsequently the Medical Director.
Maintain a current list of diagnosis in each resident’s medical chart.
Maintain a master list of all residents including length of stay.
Prepare blank charts for admission if not utilizing electronic medical record.
File discharged charts, QA reports, minutes of meetings, consultant reports (all departments).
Prepare monthly report of deaths in the facility for Vital Statistics Department.
Thin charts according to facility policies and arrange overflow in discharge chart order.
Pick up and deliver lab specimens to the hospital.
Deliver forms, physicians’ reports, etc. to clinics.
Coordinate discharge and death records.
Collect medical records upon discharge or death, assemble in proper order, and check for completeness.
Return incomplete charts to nursing supervisor or attending physician for proper correction or completion.
Retrieve medical records according to medical records policy & procedure & send to the Chief Compliance Officer (Policy on SharePoint/Corporate Compliance).
Answer telephone inquiries and other correspondence.
Maintain confidentiality of all medical records.
Perform secretarial duties for committees of the facility as directed i.e., QAPI Committee, Safety, etc.
Collect and assemble/compile records for committee review, as requested and prepare reports for staff/other committees as directed.
Maintain an adequate stock of medical forms and documentation supplies
Report equipment malfunctions or breakdowns to your supervisor as soon as possible
Assure that work/assignment areas are clean and records, files, etc. are properly stored before leaving such areas on break, end of work day, etc.
Attend and participate in in-service educational classes and on-the-job training programs.
Conduct or coordinate at least one full staff in-service per year
Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately
Maintain confidentiality of all pertinent resident care information to assure resident rights are protected
Knock before entering a resident’s room
Assure that residents’ rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints are followed