Scheduler/Medical Records

Arcadia Care; Morton (IL); On-site; USD 36,000 - 52,000; Full time

Job summary

Arcadia Care is seeking a Scheduler/Medical Records/Front Desk Clerk to coordinate staffing for CNAs and nurses, manage medical records, and support front desk operations. The role requires collaboration with the DON/ADON and HR, ensuring accurate timekeeping and efficient record handling.

The position emphasizes strong communication, multitasking, and professional presentation in a healthcare setting, with responsibilities spanning scheduling, record creation, and escort coordination.

Qualifications

• High school diploma or equivalent required.
• Long Term Care experience preferred.
• Scheduling experience desired.
• Strong oral and written communication skills.
• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to multi-task, prioritize and work under pressure.
• Professional appearance and demeanor.
• Resourceful, tactful, and proactive in dealing with issues.

Responsibilities

• Maintain schedule for CNAs and Nurses (RNs and LPNs).
• Reduce overtime in nursing department in coordination with DON/ADON and HR Director.
• Assist in hiring new CNAs and Nurses as needed, communicating with DON/ADON and HR Director.
• Maintain accurate time records; monitor attendance (Call-Offs, Tardies, No Call, No Shows).
• Assist with scheduling and transport of residents and escort needs.
• Gather patient information from registration areas and physicians' offices; retrieve information from automated printer.
• Initiate the medical record by creating and processing patient care record folders.
• Maintain record availability by processing charts and locating charts.
• Retrieve medical records by chart-out procedures; document reasons for not retrieved.
• Other duties as assigned

Skills

Strong communication skills

Multitasking ability

Professional demeanor

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Scheduler/Medical Records/Front Desk Clerk

SUMMARY:

The Scheduler/Medical Records position is responsible for ensuring appropriate staffing for our facility while maintaining the staffing regulations. Additionally, the incumbent will communicate effectively with all staff, ensuring to track Nursing employees' concerns. Creates new medical records and retrieves existing medical records by gathering appropriate record folders and contents; assigning and recording new record numbers; verifying existing record numbers; inputting and recording locations to computer; delivering records

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintain schedule for Certified Nursing Assistants (C.N.A.s) and Nurses (RNs and LPNs)

• Reduce overtime to the best of his/her ability in the nursing department in conjunction with the DON/Assistant Director of Nursing (ADON) and Human Resources Director

• Assist in hiring new C.N.A.s and Nurses on an as needed basis communicating with the DON/ADON and HR Director

• Maintain accurate time records for the nursing department; ensuring to monitor attendance (Call-Offs, Tardies, and No Call, No Shows)

• Assist with schedule and transport of residents and assist with scheduling for escort needs

• Gathers patient information by collecting demographic information from a variety of sources; interacting with registration areas and physicians' offices; retrieving information from automated printer.

• Initiates the medical record by creating and processing the patient care record folder.

• Maintains record availability by processing charts into the department; using chart mark-off procedures; facilitating chart location activities.

• Retrieves medical records by following chart-out procedures; documenting reasons charts cannot be retrieved for statistical and follow-up purposes

• Other duties as assigned

QUALIFICATIONS:

• Must possess, as a minimum, a high-school diploma or its equivalent

• Long Term Care Experience preferred.

• Previous scheduling experience desired

• Strong oral and written communication skills

• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Ability to multi-task, prioritize and work under pressure

• Professional appearance and demeanor

• Ability to be resourceful, tactful, and proactive in dealing with any issues that may arise

PHYSICAL DEMANDS:

The physical demands 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.

• Must be able to move intermittently throughout the workday.

• Must be able to cope with the mental and emotional stress of the position.

• Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum of 50 feet.

• May be necessary to assist in the evacuation of residents during emergency situations.