MEDICAL RECORDS / Purchasing Coordinator

Integritus Healthcare•Bourne, MA

10d

About The Position

This role serves a dual function, encompassing responsibilities related to medical records management and purchasing coordination. The individual will ensure the confidentiality and accuracy of medical records, manage data entry, and maintain record systems. Additionally, they will be responsible for ordering and receiving office supplies and medical forms, participating in staff meetings and training, and performing maintenance for the department's computer system. On the purchasing side, the role involves collaborating with the Home Office to secure high-quality products at the best prices, managing the purchasing of medical supplies, coordinating with internal departments and external vendors, and ensuring compliance with procurement policies. This includes preparing purchase orders, verifying invoices, managing inventory, distributing medical supplies and PPE, and maintaining reports on inventory levels and burn rates for critical supplies.

Requirements

Protecting the security of medical records to ensure that confidentiality is maintained.
Reviewing records for completeness, accuracy and compliance with regulations.
Compiling and maintaining patients' medical records to document treatment, physician orders, nursing notes, etc.
Entering data, such as demographic characteristics, history and extent of disease, diagnostic procedures and treatment into computer.
Planning, developing, maintaining, and operating a variety of health record indexes and storage and retrieval systems to collect, classify, store and analyze information.
Identifying and compiling patient data using standard classification systems.
Resolving/clarifying codes and diagnoses with conflicting, missing, or unclear information by consulting with the nursing facility staff or others to get additional information.
Purging records as per policy.
Ordering & receiving office supplies and medical forms, journals, books, etc.
Participating in staff meetings and new employee orientation and training programs.
Performing maintenance functions for the department computer system.
Assisting in maintaining and fostering customer relationships.
Collaborating with Home Office to ensure the highest quality product for the lowest price through various purchasing arrangements and processes.
Accountable for purchasing all medical supply related products using appropriate purchasing systems.
Communicating and coordinating with colleagues in the affiliate and across the organization as it relates to supply management and needs.
Providing support to other departments (AP, Reimbursement, Accounting, Dietary, Environmental Services) as needed regarding accruals, accounting treatment, and other administrative processes.
Executing negotiated contracts and other purchasing arrangements with vendors that are beneficial to the organization.
Ensuring purchase orders are properly prepared, signed, submitted and check invoices, purchase orders, packing slips, etc. with incoming orders.
Assuring all procurement policies and procedures are followed.
Maintaining the storage and rotation of supplies in accordance with local processes, organizational policies and manufacturer directions.
Distributing and coordinating the distribution of medical supplies and PPE to ensure staff have what they need to provide high quality and safe care. This will require collaboration with affiliate administration and nursing leadership.
Maintaining inventory in accordance with par levels, adapting par levels as needed.
Reporting at least weekly to leadership the current inventory against required par levels for critical medical supplies and PPE.
Collaborating with affiliate leadership and BHCS Home Office to review allocations and resolve inventory issues as it relates to critical medical supplies and PPE.
Collaborating with environmental services and infection prevention as it relates to necessary processes for dis-infecting and re-distributing re-useable PPE.
Maintaining a Burn Rate Calculator for high risk, critical supplies and PPE. Reporting burn rate to administration and nursing leadership weekly so appropriate allocations and usage can be evaluated and shortages can be forecasted and prevented.

Responsibilities

Protects the security of medical records to ensure that confidentiality is maintained.
Reviews records for completeness, accuracy and compliance with regulations.
Compiles and maintains patients' medical records to document treatment, physician orders, nursing notes, etc.
Enters data, such as demographic characteristics, history and extent of disease, diagnostic procedures and treatment into computer.
Plans, develops, maintains, and operates a variety of health record indexes and storage and retrieval systems to collect, classify, store and analyze information.
Identifies and compiles patient data using standard classification systems.
Resolves/clarifies codes and diagnoses with conflicting, missing, or unclear information by consulting with the nursing facility staff or others to get additional information.
Purges records as per policy.
Orders & receives office supplies and medical forms, journals, books, etc.
Participates in staff meetings and new employee orientation and training programs.
Performs maintenance functions for the department computer system.
Assists in maintaining and fostering customer relationships.
Collaborate with Home Office to ensure the highest quality product for the lowest price through various purchasing arrangements and processes.
Accountable for purchasing all medical supply related products using appropriate purchasing systems.
Communicates and coordinates with colleagues in the affiliate and across the organization as it relates to supply management and needs.
Provides support to other departments (AP, Reimbursement, Accounting, Dietary, Environmental Services) as needed regarding accruals, accounting treatment, and other administrative processes.
Executes negotiated contracts and other purchasing arrangements with vendors that are beneficial to the organization.
Ensures purchase orders are properly prepared, signed, submitted and check invoices, purchase orders, packing slips, etc. with incoming orders.
Assures all procurement policies and procedures are followed.
Maintains the storage and rotation of supplies in accordance with local processes, organizational policies and manufacturer directions.
Distributes and coordinates the distribution of medical supplies and PPE to ensure staff have what they need to provide high quality and safe care. This will require collaboration with affiliate administration and nursing leadership.
Maintains inventory in accordance with par levels, adapting par levels as needed.
Reports at least weekly to leadership the current inventory against required par levels for critical medical supplies and PPE.
Collaborates with affiliate leadership and BHCS Home Office to review allocations and resolve inventory issues as it relates to critical medical supplies and PPE.
Collaborate with environmental services and infection prevention as it relates to necessary processes for dis-infecting and re-distributing re-useable PPE.
Maintain a Burn Rate Calculator for high risk, critical supplies and PPE. Report burn rate to administration and nursing leadership weekly so appropriate allocations and usage can be evaluated and shortages can be forecasted and prevented.