Medical Records Supervisor

HOSPICE FOUNDATION OF GREATER BATON ROUGE•Baton Rouge, LA

2d•Onsite

About The Position

The Hospice of Baton Rouge is seeking a detail-orientated and skilled Medical Records Supervisor to oversee the daily operations of the Medical Records Department, ensuring the accurate, timely, and compliant management of patient health information in accordance with regulatory and organizational requirements. This role will collaborate with clinical and operational leaders to improve and standardize medical records processes, supporting efficient workflows, regulatory compliance, and high-quality patient care.

Requirements

High school/ GED diploma/college experience preferred
Experience with medical records system in home care or hospice preferred
Working knowledge in computers, particularly Microsoft Word/Windows
Demonstrated knowledge of medical terminology.
Demonstrated ability to perform detailed work in a timely manner with accuracy and thoroughness
Demonstrated ability to respond well to supervision and to work independently when appropriate
Demonstrated excellence with communication skills and ability to work cooperatively with people
Must exhibit secretarial as well as written and verbal communication skills

Nice To Haves

Knowledge in hospice care preferred

Responsibilities

Oversee all day-to-day medical records activities to ensure patient records are complete, accurate, organized, and compliant with Medicare Hospice Conditions of Participation (CoPs), state regulations, accreditation standards, and organizational policies
Monitor the timely receipt, review, and filing of hospice documentation, including signed physician certifications, recertifications, election statements, plans of care, visit notes, and discharge records.
Collaborate with clinical teams to identify and resolve incomplete, missing, inconsistent, or delinquent documentation that may impact billing, audits, or regulatory compliance.
Oversee record completion processes to ensure physician orders, certifications, verbal orders, and face-to-face encounter documentation are obtained and filed within required timeframes.
Create and distribute a monthly report to the clinical team outlining Patient Recertifications within the upcoming month. Review report weekly for any changes as needed.
Oversee preparation for all Interdisciplinary Group (IDG) meetings by coordinating the completion of required documentation, developing agendas and team sign-in sheets, monitoring chart readiness, identifying documentation deficiencies, and ensuring records are available to support timely patient review and plan of care discussions.
Monitor record accuracy and completeness related to Hospice admissions, transfers, revocations, and discharges.
Work closely with hospice physicians to ensure the timely completion, review, and signature of certifications, recertifications, physician orders, and other required medical record documents in accordance with regulatory and organizational requirements.
Coordinate responses to medical record requests from auditors, regulatory agencies, payers, physicians, legal entities, and patients while ensuring compliance with HIPAA and organizational policies.
Develop and maintain department workflows that promote documentation accuracy, reduce deficiencies, and improve operational efficiency.
Utilize electronic medical record (EMR) reporting tools to monitor documentation completion signature compliance, chart deficiencies, and departmental performance metrics.
Develop, implement, and oversee the Nursing Home Chart Audit program.
Occasional local travel to nursing homes, assisted living facilities, and other care settings may be required to conduct chart audits, provide staff support, participate in process improvement initiatives, and ensure compliance with documentation standards.
Assign, prioritize, and monitor staff workloads to ensure timely completion of tasks.
Serve as a subject matter expert for electronic medical record (EMR) systems related to Medical Records functions.
Conduct regular, meaningful meetings with Medical Records team members to discuss performance, workload, professional development, engagement, and departmental goals.
Foster a positive, collaborative, and accountable team environment.
Performs any additional duties requested by supervisor and/or Chief Executive Officer.