Central Supply and Medical Records

Plaza Health; Elizabeth (NJ); On-site; USD 42,000 - 56,000; Full time

Job summary

Plaza Health seeks a Central Supply and Medical Records Coordinator to maintain an adequate inventory of medical, nursing, and office supplies and ensure resident records are accurate, complete, and compliant with facility policies.

The role supports nursing and administrative staff in a long-term-care setting, handling ordering, filing, confidentiality, audits, and record requests while maintaining organization and efficiency.

Qualifications

• High school diploma or equivalent is preferred.
• Strong organization and record-keeping ability.
• Ability to maintain confidentiality and handle sensitive resident information.
• Basic computer skills and comfort with electronic medical-record systems.
• Good communication and customer-service skills.
• Ability to prioritize tasks and work independently.

Responsibilities

• Maintain an adequate inventory of medical, nursing, and office supplies.
• Monitor supply levels and place orders as needed.
• Receive, inspect, label, and store supplies; distribute to units.
• Maintain accurate inventory records and monitor expiration dates.
• Ensure supplies are stored safely and securely.
• Communicate with vendors about orders, deliveries, shortages, and damaged items.
• Maintain resident medical records and ensure proper filing and retrieval.
• Process medical-record requests and protect resident confidentiality.
• Assist with audits and surveys; follow federal, state, and facility requirements.

Skills

Organizational skills

Record-keeping

Confidentiality

Communication

Independent work

Computer literacy

Education

High school diploma or equivalent

Tools

EMR software

Job description

Central Supply and Medical Records Coordinator

Position Summary

The Central Supply and Medical Records Coordinator is responsible for maintaining an adequate supply of medical and nursing supplies and ensuring that resident medical records are accurate, complete, organized, and maintained in accordance with facility policies and applicable regulations.

Essential Duties and Responsibilities

Central Supply

• Maintain an adequate inventory of medical, nursing, and office supplies.

• Monitor supply levels and place orders as needed.

• Receive, inspect, label, and properly store supplies.

• Distribute supplies to nursing units and other departments as requested.

• Maintain accurate inventory records and monitor expiration dates.

• Ensure supplies are stored safely and securely.

• Communicate with vendors regarding orders, deliveries, shortages, and damaged items.

• Help control supply costs and prevent waste.

Medical Records

• Maintain accurate, complete, and organized resident medical records.

• File and retrieve medical records and related documentation.

• Ensure required forms, physician orders, nursing documentation, assessments, and other records are properly maintained.

• Monitor records for missing or incomplete documentation and notify the appropriate staff.

• Process medical-record requests in accordance with facility policy and privacy requirements.

• Maintain confidentiality of resident information at all times.

• Assist with audits and surveys by ensuring records are readily available and properly maintained.

• Maintain records according to applicable federal, state, and facility requirements.

• Assist with discharge, transfer, and other resident-record procedures.

Qualifications

• High school diploma or equivalent preferred.

• Previous experience in a nursing home, healthcare, medical records, central supply, or a related setting preferred.

• Strong organizational and record-keeping skills.

• Ability to maintain confidentiality and handle sensitive resident information.

• Basic computer skills and ability to learn electronic medical-record systems.

• Good communication and customer-service skills.

• Ability to prioritize tasks and work independently.

Physical Requirements

• Ability to stand, walk, bend, reach, and lift or move supplies as required.

• Ability to perform repetitive filing, computer, and record-maintenance tasks.

• Ability to safely handle and store medical supplies.

Work Environment

This position works primarily in a nursing-home/long-term-care environment and interacts with nursing staff, administrative personnel, residents, families, vendors, physicians, and other healthcare professionals.

Core Responsibilities

The employee is expected to maintain accurate records, protect resident confidentiality, keep supplies adequately stocked, follow facility policies and procedures, and support the nursing and administrative departments in providing safe and efficient resident care.