Health Information Coordinator

Intersect Healthcare; Big Rapids (MI); On-site; USD 40,000 - 50,000; Full time

Job summary

Intersect Healthcare is seeking a Health Information Coordinator in Big Rapids, MI to maintain and manage resident medical records. The role requires meticulous attention to detail, confidentiality, and coordination with nursing staff and administration.

The position involves scanning, auditing, and organizing records, ensuring timely signatures, and handling disclosures in line with HIPAA guidelines. Duties also include managing nursing supplies and supporting QA initiatives.

Qualifications

• Attention to detail is essential for maintaining accurate medical records.
• Excellent written and verbal communication is required for interactions with staff and families.
• Basic computer knowledge is necessary to enter and retrieve information in electronic systems.

Responsibilities

• Prepare, scan and verify documents into the medical record daily.
• Audit resident records at admission, quarterly, and discharge for completeness and accuracy.
• Maintain and securely disclose patient information per HIPAA guidelines.
• Order nursing supplies and manage stock using FIFO method while staying within budget.
• Coordinate scheduling and transportation for residents to appointments as needed.
• Assist with medical records requests and respond to audits and inquiries.

Skills

Attention to detail

Excellent communication

Basic computer knowledge

Education

High school diploma or equivalent

Job description

• Please note this position is on-site in Big Rapids, MI. This is not a remote position*

• Please note this position is on-site in Big Rapids, MI. This is not a remote position*

Position Summary:

The Health Information Coordinator is responsible for maintaining, incorporating and accurately accounting for resident medical record information. Must be able to work in a dynamic, distracting environment with detail and be discrete in use of confidential information. They are also responsible for ordering necessary medical supplies for the staff and building. Must be self-directed, organized and be able to prioritize work in an efficient manner.

Principal Duties and Responsibilities:

• Prepare, scan and verify documents into the medical record daily.
• Audit resident records at admission, quarterly, and at discharge for completeness, accuracy, consistency, and timeliness within the required timeframe. Ensures that records requiring signatures are received and filed within the required timeframe.
• Reports results, on a routine basis, of all audits to the Administrator, Director of Nursing, and MDS Coordinator.
• Maintain resident medical information in chronological order, thinning or destroying records according to established procedures. Stores closed hard copy clinical records to ensure easy retrieval and sending records to offsite storage according to the requirements of retention as dictated by Corporate policy.
• Maintains and controls disclosure of patient-identifiable information to authorized sources (persons) as outlined in HIC Quick
• Reference Job Responsibilities (MPRO, Attorneys, Insurance Companies, Social Services, etc.)
• Requests information from other agencies/parties concerning Facility’s Residents for medical record completeness, and as directed from Interdisciplinary Team.
• Provides information to those involved in QAPI
• Adhere to patient rights and maintain confidentiality in accordance with HIPPA guidelines.
• Attend staff meetings and provide in-services as requested.
• Order nursing supplies for basic patient care and special disposable equipment for treatments. Receive delivered supplies, transport, and stock in appropriate utility areas rotating using the “FIFO” method, (First in, First Out). Keep within budgetary standards and report expected over budget situations before placing orders. Code bills in compliance with AP protocols.
• Regularly monitor shelves in primary and back-up storage areas to note unusual use or non- availability. Relay supply concerns to the Director of Nursing
• Order and track special equipment. Return equipment to vendor when resident usage is complete.
• Provide set-up and supplies for isolation and post-mortem care.
• Schedule and accompany (or delegate to a CNA to accompany) residents for medical appointments when necessary.
• Clean or delegate CNA’s to clean patient closets and bedside stands on a scheduled basis.
• Sanitize and disinfect equipment according to nursing and infection control policies and procedures. Including feeding or PCA pumps and poles and return to storage location.
• Monitor, clean, and organize utility and stock rooms daily.
• Create and distribute monthly staffing schedules for Nurses and CNA’s. Monitor work schedule to ensure adequate staffing for unit within PPD range and fill open shifts as needed. Work the floor as a CNA when required.
• Work in close partnership with HR to determine placement and orientation schedules for new nursing personnel. Notify appropriate mentors of said schedule.
• Maintain ongoing communication with the supervisors and other management personnel regarding staffing and scheduling issues. Respond to employee requests for vacation time and adjust schedule appropriately.
• Provide staffing reports to DON and Administrator to aide in budget preparation.
• Prepare, scan and verify documents into the medical record daily.
• Audit resident records at admission, quarterly, and at discharge for completeness, accuracy, consistency and timeliness within the required timeframe.
• Ensures that records requiring signatures are received and filed within the required timeframe. Reports results, on a routine basis, of all audits to the Administrator, Director of Nursing, and MDS Coordinator.
• Maintain resident medical information in chronological order, thinning or destroying records according to established procedures. Stores closed hard copy clinical records to ensure easy retrieval and sending records to offsite storage according to the requirements of retention as dictated by Corporate policy.
• Maintains and controls disclosure of patient-identifiable information to authorized sources (persons) as outlined in HIC Quick Reference Job Responsibilities (MPRO, Attorneys, Insurance Companies, Social Services, etc.)
• Requests information from other agencies/parties concerning Facility’s Residents for medical record completeness, and as directed from Interdisciplinary Team.
• Adhere to patient rights and maintain confidentiality in accordance with HIPAA guidelines. Attend staff meetings and provide in-services as requested.
• Take labs to hospital when needed.
• Tend to any and all medical records that come into the building.
• Answer and transfer facility phone calls when needed.
• Make sure all charts are complete, gather data if information is missing.
• Assist with medical records requests.
• Send corporate compliance reports out three times a week. Follow up with CCC and DON that all UOA’s doctor visits and orders are up to date.
• Handle all aspects of visiting doctors (podiatry, dentist, audiology, and vision).
• Order, stock, and maintain sufficient quantity of nursing supplies to permit provision of ordered and necessary nursing care.
• Visit other Intersect Healthcare facilities or stores if supplies are needed and delivery is days away.
• Perform other tasks as required.

Education, Training, and Experience:

• High school graduate or equivalent required.
• Two years of experience in health record processing and maintenance preferably in long term care.
• Excellent written, verbal, and interpersonal communication skills.
• Must pay extreme attention to detail.
• Specific skills, knowledge, and abilities:
• Basic computer knowledge is required.

Other Special Requirements:

• Manual dexterity required to operate modern office equipment.
• Ability to travel as needed or assigned.