Medical Records & HR Coordinator - Trenton
About The Position
A skilled nursing and rehabilitation facility in Trenton, Florida, is hiring a hands-on, on-site Medical Records & HR Coordinator. The role supports medical records, day-to-day human resources, payroll workflows, accounts payable routing, and front desk coverage, with training into resident trust management after leadership determines the employee is ready. The coordinator keeps clinical and personnel records accurate and compliant, supports hiring and payroll, helps keep accounts payable moving, and serves as a primary contact for phone calls and visitors. The role reports to facility leadership and works closely with nursing, therapy, and the regional business office. Specific duties may shift with facility needs. The position is full-time and on site in Trenton, Florida. A replacement is needed by December 22, and an earlier start is preferred.
Requirements
- High school diploma or equivalent.
- Strong organization and follow-through, with the ability to prioritize without constant supervision.
- Clear written and verbal communication.
- Comfort handling confidential health and personnel information, with HIPAA awareness.
- Working knowledge of Microsoft Office and Google Sheets.
- Ability to work on site in a skilled nursing environment and respond calmly under busy or stressful conditions.
Nice To Haves
- Prior experience in a healthcare or long-term care / skilled nursing setting.
- Medical records, health information, or HR / business office experience.
- Familiarity with PointClickCare or a similar EHR.
- Experience with Florida AHCA / MQA or similar background and licensing workflows.
Responsibilities
- Process time clock corrections, PTO and vacation requests, and other payroll-related items.
- Enter and track daily worked hours in a shared Google Sheet.
- Conduct new-hire onboarding and in-person orientation, including applications, background screens, drug screens, and AHCA / MQA checks.
- Maintain the personnel roster and license and fingerprint records.
- Distribute W-2s and payday checks, obtaining employee signatures.
- Build and distribute daily department schedules for maintenance, housekeeping, dietary, and nursing.
- Schedule PCA / CNA classes.
- Prepare quality assurance reporting on new hires, turnover, terminations, and the employee roster.
- Cover reception and the building’s main phone lines.
- Break down and file charts for discharged residents, whether stored on site or off site.
- Handle medical records requests, excluding RAC audit requests.
- Maintain current resident records and thin charts, keeping charts neat and ordered.
- Support physician orders, therapy documentation, and hospice record sign-offs.
- Upload podiatry and psychiatric notes into PointClickCare.
- Complete new-admission uploads in PointClickCare, including PASRR, 3008, physical, and discharge summary documents.
- Support audits of active records for completeness and accuracy.
- Maintain confidentiality and follow facility, state, and federal record guidelines.
- Match invoices to purchase orders, route them for administrator signatures, and scan them to the regional AP office.
- Keep accounts payable turnaround timely and relay invoice issues or kickbacks between the facility and AP office.
- Train into managing resident trust funds once leadership determines the employee is ready.
- Participate in required in-services and selected continuing education.
- Represent the facility professionally with residents, families, staff, and outside partners.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
