Administrative Assistant/Medical Records Coordinator

Easterseals Arkansas; Little Rock (AR); On-site; USD 40,000 - 52,000; Full time

Job summary

Easterseals Arkansas is seeking an organized Administrative Specialist to oversee and maintain medical records for Children’s Rehabilitation Center (CRC). Responsibilities include lobby management, visitor support, and processing IPPs with proper consents.

You will also supervise the Medical Records staff and ensure compliance with HIPAA and organizational policies. The role requires a GED/HS diploma with 3–5 years of admin experience, strong MS Word/Excel skills, and excellent interpersonal

Qualifications

• Education: High school diploma or GED and 3–5 years of administrative support with supervisory experience.
• Proficient in MS Word and Excel; able to manage documents and records.
• Strong communication, organization, and interpersonal abilities.

Responsibilities

• Open/close lobby and maintain professional office environment.
• Greet visitors, route calls, and manage mailings and correspondence.
• Prepare IPPs, file consents, and maintain IPP binder.
• Maintain confidential medical records and rosters; assist with audits.
• Supervise Medical Records staff and ensure HIPAA compliance.

Skills

Interpersonal skills

Typing speed

Medical terminology

Office equipment proficiency

Communication skills

Education

High school diploma or GED

Tools

Microsoft Word

Excel

Job description

Summary:

Oversees and maintains the medical records of individuals served and provides administrative support for Children's Rehabilitation Center (CRC). Assists in the daily operations of the program by performing the following duties:

Essential Duties and Responsibilities

include the following. Other duties may be assigned.

Administrative duties

• Open and close the lobby based on times set by the director or assistant director.
• Ensure that the lobby, office and surrounding workspaces are maintained in a professional, safe, and organized manner.
• Develop and maintain systems and procedures to ensure the office operates in an organized and efficient manner.
• Greet, check-in, and provide support to all visitors.
• Screen employees and visitors entering the building following approved guidelines in place at the time. Document screening results where applicable. Provides clear directions based on screening results, which may include denying access to the building. Professionally and appropriately communicate screening results and actions to be taken to individuals screened.
• Receive and route all calls, messages, and emails to the appropriate staff.
• Ensure that requests for information are routed to the appropriate staff.
• Assist with routine correspondence and mailings to include, but no limited to quarterly reports, quarterly newsletters, monthly recreation calendars, monthly personal fund account (PFA) statements, individualized program plan (IPP) summaries, etc.
• Prepare IPPs, maintains IPP binder, and obtains and files consents and authorizations.
• Assists in mailing of documents and other correspondence to parents or guardians.
• Maintain a contact list of individual served and their families/guardians.
• Order approved departmental supplies following purchasing procedures for documentation and authorization (i.e. purchase orders, Amazon, credit card, etc.) and maintain inventory of supplies on hand.
• Responsible for petty cash. Maintain documentation of expenses, request petty cash checks to replenish the money, and provide a balance sheet for the Finance Office.
• Manage process while following organization policy and procedure for items and

Medical Records

• Prepares notebooks for admissions and discharges.
• Creates Medical Records chart and electronic folders for new individuals prior to their admission to the Center.
• Complete and submit provider-led shared savings entity (PASSE) concurrent reviews.
• File program and financial records.
• Maintain a neat, orderly, and secure medical records room.
• Organize correspondence and medico-legal aspects of records.
• Transcribe inter-disciplinary team (IDT) notes.
• Copy and disseminate requested Medical/Program information to other agencies.
• Oversee security, preservation, and maintenance of confidential files.
• Maintain rosters and card indexes on admitted and discharged clients.
• Establish, maintain, and monitor residential records, according to intermediate care facility for individuals with intellectual disabilities (ICF/IID) standards and Easterseals Arkansas policy and procedures manual.
• Conduct routine chart audits to check for signatures, correct order of documents, thin outdated material, etc.
• Conduct routine chart audits of nursing/physician medical records and other records as defined by director or assistant director.

Supervisory Responsibilities

Directly supervises Medical Records staff. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance, rewarding and disciplining employees; addressing complaints and resolving problems.

Compliance/HIPAA

While performing the duties of this job, employee will comply with all federal, state, and local laws and regulations pertaining to Easterseals Arkansas.

Employee has access to all client protected health information within his/her program. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/or Experience

High school diploma or general education degree (GED); and three to five years administrative support experience with supervisory experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge of Microsoft Word Processing software and Excel Spreadsheet software.

Other Skills And Abilities

Ability to type accurately 50 wpm

Knowledge of medical terminology

Ability to operate standard office equipment

Strong interpersonal skills

Ability to interact with public in positive manner

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to maneuver, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently exposed to moving mechanical parts. The noise level in the work environment is usually quiet.

Easterseals Arkansas has designated this position as a "non-safety sensitive" position under the Arkansas Medical Marijuana Amendment.