MEDICAL RECORDS / Purchasing Coordinator

Integritus Healthcare; Bourne (MA); On-site; USD 45,000 - 55,000; Full time

Job summary

Integritus Healthcare is looking for a dedicated professional to manage medical records and support supply management operations. Responsibilities include ensuring the security of medical records, maintaining accurate documentation, and overseeing the inventory of medical supplies and PPE.

The ideal candidate will coordinate purchasing and distribution processes, collaborate with various departments, and maintain high standards of compliance. Strong organizational skills are essential for tracking inventory and reporting to leadership.

Responsibilities

• Protects the security of medical records to ensure confidentiality.
• Reviews records for completeness and compliance with regulations.
• Maintains patients' medical records documenting treatment and other notes.
• Enters data into computer systems for health record management.
• Plans and maintains health record indexes and storage systems.
• Compiles patient data using standard classification systems.
• Clarifies codes and diagnoses with nursing staff as needed.
• Orders and receives office supplies and medical forms.
• Participates in staff meetings and training programs.
• Maintains the department computer system.
• Assists in customer relationship management.
• Collaborates on purchasing arrangements to ensure quality.
• Accounts for purchasing medical supply products.
• Coordinates with colleagues regarding supply management.
• Supports other departments in administrative processes.
• Executes negotiated contracts with vendors.
• Ensures procurement policies are adhered to.
• Maintains inventory of medical supplies based on policies.
• Coordinates distribution of medical supplies and PPE.
• Reports inventory levels to leadership weekly.
• Collaborates on inventory issues with leadership.
• Maintains processes for disinfecting reusable PPE.
• Tracks burn rate for critical supplies and reports weekly.

Job description

Responsibilities

• Protects the security of medical records to ensure that confidentiality is maintained.
• Reviews records for completeness, accuracy and compliance with regulations.
• Compiles and maintains patients' medical records to document treatment, physician orders, nursing notes and other documentation.
• Enters data, such as demographic characteristics, history and extent of disease, diagnostic procedures and treatment into computer systems.
• Plans, develops, maintains, and operates a variety of health record indexes, storage and retrieval systems to collect, classify, store and analyze information.
• Identifies and compiles patient data using standard classification systems.
• Resolves or clarifies codes and diagnoses with conflicting, missing or unclear information by consulting with nursing staff or others to get additional information.
• Purges records as per policy.
• Orders and receives office supplies and medical forms, journals, books, etc.
• Participates in staff meetings and new employee orientation and training programs.
• Performs maintenance functions for the department computer system.
• Assists in maintaining and fostering customer relationships.
• Collaborates with the Home Office to ensure the highest quality product for the lowest price through various purchasing arrangements and processes.
• Accounts for purchasing all medical supply related products using appropriate purchasing systems.
• Communicates and coordinates with colleagues in the affiliate and across the organization as it relates to supply management and needs.
• Provides support to other departments (AP, Reimbursement, Accounting, Dietary, Environmental Services) as needed regarding accruals, accounting treatment and other administrative processes.
• Executes negotiated contracts and other purchasing arrangements with vendors that are beneficial to the organization.
• Ensures purchase orders are properly prepared, signed, and submitted and checks invoices, purchase orders, packing slips, etc. against incoming orders.
• Assures all procurement policies and procedures are followed.
• Maintains the storage and rotation of supplies in accordance with local processes, organizational policies and manufacturer directions.
• Distributes and coordinates the distribution of medical supplies and personal protective equipment (PPE) to ensure staff have what they need to provide high quality and safe care, collaborating with affiliate administration and nursing leadership.
• Maintains inventory in accordance with par levels, adapting par levels as needed.
• Reports at least weekly to leadership the current inventory against required par levels for critical medical supplies and PPE.
• Collaborates with affiliate leadership and BHCS Home Office to review allocations and resolve inventory issues related to critical medical supplies and PPE.
• Collaborates with environmental services and infection prevention as it relates to necessary processes for disinfecting and redistributing reusable PPE.
• Maintains a Burn Rate Calculator for high‑risk, critical supplies and PPE and reports burn rate to administration and nursing leadership weekly so appropriate allocations and usage can be evaluated and shortages can be forecasted and prevented.