Medical Records Technician

Otterbein SeniorLife•Toledo, OH

About The Position

Otterbein is hiring for a full-time Clinical Scheduler / Central Supply Coordinator / Medical Records Technician. This role supports the clinical team by maintaining accurate medical records, preparing and managing nurse and nurse assistant schedules to ensure regulatory compliance, and keeping necessary supplies available for quality resident care. The position works closely with nursing leadership, direct care staff, and other departments to meet Otterbein standards. The role organizes and maintains resident records, including admission and discharge information, while protecting confidential information and conducting chart audits. It also monitors and orders medical supplies, maintains inventory, and helps ensure supply rooms are stocked. Scheduling duties include preparing staff schedules and helping find coverage for open shifts. The position requires a high school diploma or equivalent. An advanced degree is preferred. Candidates should be proficient with Microsoft Word, Excel, Outlook, and Windows. Experience with PointClickCare or similar electronic medical records software and OnShift or similar scheduling software is preferred, as is previous experience in scheduling, central supply, and/or medical records, preferably in long-term care. STNA certification is preferred, and the employee must be willing to complete courses in medical terminology and coding.

Requirements

High school graduate or equivalent required.
Proficiency with Word, Excel, Outlook, and Windows.
Willingness to complete courses in medical terminology and coding.

Nice To Haves

Advanced degree preferred.
Experience with PointClickCare or similar EMR software preferred.
Experience with OnShift or similar scheduling software preferred.
Previous experience in scheduling, central supply, and/or medical records preferred, preferably in long-term care.
STNA certification preferred.

Responsibilities

Complete and maintain schedules for Nurses, STNAs, and Resident Assistants in accordance with regulatory requirements and Otterbein guidelines.
Assist with finding coverage for open shifts in the Nursing and Assisted Living Departments.
Collaborate with nurse leadership and direct care staff to minimize the use of contract staff.
Organize, plan, and direct the medical records section as directed by the Director of Nursing, following applicable policies, procedures, and regulations.
Maintain new and re-admission files and ensure required record information is complete and accurate.
Ensure resident histories, physicals, and discharge records are current and accurate.
Maintain confidentiality of resident information and release it only according to established policies and procedures.
Retrieve information for insurance companies, Medicare, physicians, and other authorized personnel while maintaining confidentiality.
Collect, assemble, check, code, and file resident charts according to established procedures.
Conduct periodic resident chart audits and report discrepancies.
Monitor the status and quantity of medical supplies and ancillary products for the Nursing and Assisted Living Departments.
Order medical supplies and other products needed to support resident care.
Maintain inventory and ensure supply rooms are stocked for clinical staff.
Ensure work and assignment areas are clean and records, files, and supplies are properly stored before leaving the area.
Follow infection control, PPE, and safety protocols, including enhanced COVID-19 prevention measures.

Benefits

Medical insurance with free virtual doctor visits
Vision and dental insurance
Pet insurance
Life insurance
Employee Assistance Program (EAP)
401(k) Retirement Savings Plan with company match
Paid Time Off (PTO), accruing from day one
Paid holidays
DailyPay access to earned wages
Tuition reimbursement up to $5,250 per year
Tuition discounts through University of Cincinnati, University of Toledo, and Hondros College partnerships
Employee-sponsored crisis fund
Legal and identity theft protection
Partner discounts through Access Perks
Personal and professional development materials through RightNow Media @ Work