Medical Records

Hill Valley Healthcare; Waynesboro (TN); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Comprehensive benefits

Paid time off

Tuition reimbursement

CEU support

Training programs

Job summary

Waynesboro Post Acute and Rehabilitation in Waynesboro, TN seeks a Medical Records Coordinator to maintain confidential records for residents in a skilled nursing facility. You will ensure completeness, accuracy, and accessibility of documentation, while adhering to HIPAA and regulatory requirements.

You will file, scan, and retrieve records, manage EMR data entry, and prepare records for transfers, discharges, and audits.

Qualifications

• Knowledge of HIPAA and medical record confidentiality requirements.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.

Responsibilities

• Maintain accurate, complete, and organized medical records for all current and discharged residents.
• File, scan, index, and retrieve medical documentation in accordance with facility procedures.
• Ensure resident records contain required documentation, signatures, dates, and appropriate authentication.
• Monitor medical records for missing, incomplete, or inaccurate documentation and follow up with appropriate staff.
• Process and maintain physician orders, progress notes, nursing documentation, laboratory and diagnostic reports, medication-related documentation, care plans, and other clinical records.
• Assist with maintaining electronic medical records (EMR) and ensure information is entered accurately and timely.
• Prepare medical records for resident transfers, hospitalizations, discharges, and other transitions of care.
• Respond to authorized requests for medical records while maintaining resident confidentiality and privacy.

Skills

HIPAA knowledge

Organizational skills

Attention to detail

Communication

Time management

Computer proficiency

Education

High school diploma or equivalent

Tools

EMR systems

Microsoft Office

Healthcare documentation systems

Job description

Job Title: Medical Records
Location: Waynesboro Post Acute and Rehabilitation | Waynesboro, TN

Position Summary

The Medical Records Coordinator is responsible for maintaining accurate, complete, organized, and confidential medical records for residents in the skilled nursing facility. This position ensures that resident documentation is properly maintained, readily accessible to authorized staff, and compliant with facility policies and applicable federal and state regulations.

At Waynesboro Post Acute and Rehabilitation, we don’t just provide care — we build connections. We’re a compassionate, resident-centered Skilled Nursing and Long-Term Care Facility.

What You’ll Love:

• Competitive pay
• Paperless, quick onboarding
• Comprehensive benefits (health, dental, vision, retirement plan)
• Paid time off, holiday pay
• Generous employee referral program
• Annual performance reviews and competitive bi-annual pay reviews
• Support for personal well-being (EAP programs, mental health resources)
• Respectful, supportive leadership and strong focus on teamwork
• Optimal staff-to-patient ratios to prevent burnout
• Opportunities for advancement
• Tuition reimbursement, training programs, and CEU support
• Strong mentorship and orientation programs
• Strong school partnerships
• 360 communications for staff, residents & families

Essential Duties and Responsibilities

• Maintain accurate, complete, and organized medical records for all current and discharged residents.
• File, scan, index, and retrieve medical documentation in accordance with facility procedures.
• Ensure resident records contain required documentation, signatures, dates, and appropriate authentication.
• Monitor medical records for missing, incomplete, or inaccurate documentation and follow up with appropriate staff.
• Process and maintain physician orders, progress notes, nursing documentation, laboratory and diagnostic reports, medication-related documentation, care plans, and other clinical records.
• Assist with maintaining electronic medical records (EMR) and ensure information is entered accurately and timely.
• Prepare medical records for resident transfers, hospitalizations, discharges, and other transitions of care.
• Process discharge records and ensure required documentation is completed and appropriately filed.
• Respond to authorized requests for medical records while maintaining resident confidentiality and privacy.
• Assist with medical record requests from residents, responsible parties, physicians, hospitals, insurance companies, government agencies, attorneys, and other authorized entities in accordance with applicable regulations and facility policies.
• Maintain appropriate documentation related to release-of-information requests.
• Assist with record preparation for surveys, audits, quality assurance activities, and regulatory reviews.
• Monitor records for compliance with facility policies and applicable federal and state requirements.
• Assist nursing and administrative staff with locating and obtaining required documentation.
• Maintain confidentiality and safeguard protected health information (PHI) at all times.
• Follow HIPAA and facility privacy and security policies.
• Communicate effectively with interdisciplinary team members regarding missing or incomplete records.
• Maintain organized medical record storage and ensure records are retained and disposed of according to applicable requirements.
• Perform other duties as assigned by the Administrator, Director of Nursing, or designated supervisor.

Qualifications

• High school diploma or equivalent required.
• Previous experience in medical records, health information management, healthcare administration, or a skilled nursing/long-term care setting preferred.
• Familiarity with electronic medical record systems preferred.
• Knowledge of HIPAA and medical record confidentiality requirements.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential and sensitive information professionally.
• Ability to communicate effectively with residents, families, healthcare professionals, and facility staff.
• Proficiency with computers, electronic databases, Microsoft Office, and/or healthcare documentation systems preferred.

We are committed to maintaining a diverse and inclusive workplace. We are an equal opportunity and affirmative action employer. We do not discriminate in recruiting, hiring or promotion based on race, ethnicity, gender, gender identity, age, disability or protected veteran status. We proudly support and encourage people with military experience (active, veterans, reservists and National Guard) as well as military spouses to apply for our job opportunities.