Medical Records Specialist | Skilled Nursing

Wesley Lea Hill • Auburn, WA

5d • $25 - $36

About The Position

As a service organization, Wesley selects employees who bring our mission to promise. When you become a member of the Wesley team, you contribute to the active lifestyle, high quality of care and other services we provide older adults at our award-winning communities or other residence. Our workforce is as diverse as our services, which include independent living, assisted living, Catered Living, memory care, skilled nursing, rehabilitation, hospice, home care and home health. Our Total Rewards philosophy is a balanced approach that meets the needs of employees on their career journey whether they are just joining the workforce or nearing retirement. We evaluate our Total Rewards offerings annually to provide benefits employees would find meaningful. In addition to competitive wages and a commitment to pay equity, we offer the following benefits and other compensation: Employees, and their families if elected, can participate in medical and vision insurance (full time and ACA eligible), dental (full time) and group life (employee only for full time, excludes part-time and on-call staff). We offer a combined paid time off (PTO) policy which incorporates state paid sick leave with company paid time off at an accrual rate of 0.0607 per hour worked, equivalent to 120 hours of PTO at 2,080 hours worked in a year. We also offer 6 Paid Holidays (8 hours for full time and 6 hours for part time per event, excludes on-call staff) and 1 Personal Holiday of Choice per year (excludes on-call staff). Retirement planning is encouraged through our 403(b) plan that includes a generous 100% company match on the first 4% of earnings an employee contributes. There is a 5-year vesting schedule on the company match, and minors are ineligible for the company match. A food and beverage discount of 50% is available to all employees at any Wesley bistro. Employees are also eligible for On-Demand Pay with Dayforce Wallet. Minors need parental consent to access this benefit. To assist employees with challenges outside of the workplace, Wesley offers an Employee Assistance Program (EAP), which is 100% company paid. Additionally, Wesley Community Foundation provides grants to qualifying employees as detailed in the plan summary. Lastly, the efforts and contributions of our valued employees are celebrated in our best-in-class recognition and reward platform, Inspire. Points earned for various reasons may be redeemed for a variety of merchandise, gift cards, tickets, travel and other experiences selected by the employee. This summary is intended to reflect the most reasonable and genuinely expected offering of benefits and other compensation for the posted job. The official website for all Wesley job postings is https://wesleychoice.org/careers/. Wesley is not responsible for content on third-party job boards. Salary ranges, benefits and other compensation are subject to change. Enrich the lives of older adults through community, choice, and continuing care in the Medical Records Specialist role. The Medical Records Specialist is responsible for maintaining, organizing,and securing all resident health records in accordance with federal and Washington State regulations, facility policies, and professional standards. This position ensures that medical documentation is accurate, complete, and accessible to authorized personnel to support quality resident care, compliance, and survey readiness. Find your sense of belonging at Wesley! You will provide continuing care through these responsibilities

Requirements

• High school diploma or equivalent required.
• Minimum of one (1) year of experience in medical records or health information management, preferably in a skilled nursing or long-term care setting.
• Working knowledge of electronic health record (EHR) systems (e.g., PointClickCare, MatrixCare, or similar).
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Knowledge of medical terminology and charting requirements.
• Proficiency with Microsoft O365 and basic data entry.
• Effective communication and teamwork skills.
• Completion of HIPAA and facility-specific confidentiality training required.
• Bending, stooping, walking, sitting, and standing throughout the business day.
• Must be able to lift up to 25 pounds occasionally to handle record storage boxes.
• The ability to remain calm during an emergency or unforeseen event.
• Near and far vision.
• Subject to frequent interruptions.
• Giving full attention to what other people are saying, taking time to understand points being made, asking questions as appropriate.

Nice To Haves

• Familiarity with CMS and Washington State Department of Health documentation and retention regulations preferred.

Responsibilities

• Maintain and protect the confidentiality of all resident medical records (electronic and paper) in compliance with HIPAA and facility policies.
• Assemble, complete, review, and file resident health records, ensuring timely and accurate documentation of admissions, discharges, transfers, physician orders, and care plans.
• In support of timely and accurate admissions and admissions documentation, meet with residents and/or their family members.
• Audit charts regularly for completeness, accuracy, and compliance with federal (CMS),state (DOH), and facility requirements.
• Maintain up-to-date resident census lists, face sheets, and other required documentation.
• Reviews clinical documentation to verify accuracy of diagnostic and treatment codes; assist with ICD-10 coding and verification.
• Manage requests for release of information (ROI), ensuring proper authorization before disclosure.
• Support clinical and administrative staff in locating, retrieving, and filing medical record documentation.
• Prepare records for annual surveys, audits, and quality assurance reviews.
• Ensure accurate and timely record retention, archiving, and destruction in compliance with Washington State record retention laws and company policy.
• Coordinate with IT or EHR vendor (if applicable) to resolve documentation or access issues.
• Assist with staff education on documentation requirements, confidentiality practices, and use secure file transfer systems (in-house and third-party).
• Serve as a backup for admissions review process in absence of Sr. Admissions Director.
• Periodically, make planned visits to local discharge planners.
• Perform other duties and special projects as assigned.

Benefits

• Employees, and their families if elected, can participate in medical and vision insurance (full time and ACA eligible), dental (full time) and group life (employee only for full time, excludes part-time and on-call staff)
• We offer a combined paid time off (PTO) policy which incorporates state paid sick leave with company paid time off at an accrual rate of 0.0607 per hour worked, equivalent to 120 hours of PTO at 2,080 hours worked in a year.
• We also offer 6 Paid Holidays (8 hours for full time and 6 hours for part time per event, excludes on-call staff) and 1 Personal Holiday of Choice per year (excludes on-call staff).
• Retirement planning is encouraged through our 403(b) plan that includes a generous 100% company match on the first 4% of earnings an employee contributes. There is a 5-year vesting schedule on the company match, and minors are ineligible for the company match.
• A food and beverage discount of 50% is available to all employees at any Wesley bistro.
• Employees are also eligible for On-Demand Pay with Dayforce Wallet. Minors need parental consent to access this benefit.
• To assist employees with challenges outside of the workplace, Wesley offers an Employee Assistance Program (EAP), which is 100% company paid.
• Additionally, Wesley Community Foundation provides grants to qualifying employees as detailed in the plan summary.
• Lastly, the efforts and contributions of our valued employees are celebrated in our best-in-class recognition and reward platform, Inspire. Points earned for various reasons may be redeemed for a variety of merchandise, gift cards, tickets, travel and other experiences selected by the employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED