Records Specialist

$17-19/hour

Purpose of this position: Supports the Resident Services Coordinator in meeting the overall clerical responsibilities for the Resident Support Department. All responsibilities will be conducted in a manner that is consistent with the philosophy of this living center.

Qualifications: Prefer MA or CNA, but not required. Experience working in LTC required. Minimum of 18 years of age and high school diploma (or equivalent). Must be able to physically and mentally perform essential functions of this position. Must possess a high degree of interpersonal relationship skills and capable of relating to a variety of people and personalities. Considerable initiative and judgment required. Telephone, word processing, Excel and clerical skills necessary. Ability to communicate effectively: able to read, write and carry out duties in English.

Essential Functions:

1. Schedule resident assessments and service plan conferences

2. Maintain tickler files for resident and employee TB, flu and Hepatitis B vaccines.

3. Assist Resident Services Coordinator with resident record audits in ECP

4. Set up new resident files, assure all required documentation is in the file.

5. (Records are primarily on ECP – assure documents are scanned into file)

6. Schedule and monitor record thinning, tear-down, storage and destruction of paper files.

7. Maintain Outside Provider access to ECP as appropriate –adding and deleting users as needed.

8. Monitor Chrome Book and Tablet function and inventory – communicate with HPM-IT Specialist as needed.

9. HIPAA compliance – assuring safe-keeping of resident records and documents – informs Administrator of any concerns.

10. Maintain stock of forms and supplies for Resident Support Department as directed by the RSC

11. Coordinate completion of MI CHOICE task sheets, and timely submission for billing.

12. Coordinate documentation for Long Term Care Insurance Reimbursement as needed.

13. Schedule outside services: podiatrist, mobile dental, etc. Coordinate their on-site visit with Med Techs and Shift Supervisors.

14. Staff scheduling, including monitoring attendance, in houses without Resource Manager;

15. Schedules employee reviews and attendance counseling for RSC.

16. Assist Shift Supervisors with call-off management, as needed.

17. Assist Resource Manager with filling open shifts, as needed.

18. Exercise initiative to expand knowledge, understanding and skills needed to excel

19. Assist to maintain compliance with licensing documentation requirements.

20. Additional duties as required to assure smooth operations of the assisted living center

Secondary Functions:

• 1. Maintain a clean, safe and well organized desk and work space – including the conference/training room where applicable
• 2. Proper utilization of email and internet,
• 3. Complies with, and enforces, the NO GOSSIP policy,
• 4. Compliance with HIPAA for resident and employee health information.
• 5. Other duties as assigned or as may be necessary to assure that the goals and objectives of this assisted living center are fulfilled.

General Responsibilities:

• Comply with Life Safety policies and participates in periodic drills;
• Participate in educational and training opportunities;
• Report safety and health hazards to your supervisor or the Maintenance Supervisor
• Report any observed concerns or changes in a resident to the Shift Supervisor

Code of Conduct:

• The Records Specialist is expected to communicate professionally, maturely and respectfully with all persons who come in contact with this assisted living center.
• Compliance with the code of conduct included in the Employee Handbook.
• Treats all residents with dignity, respect and compassion;
• A good will ambassador for this assisted living center;
• Reports to work on-time, as scheduled;
• Works cooperatively with co-workers, supervisors, and other personnel associated with this assisted living center;
• Complies with rules of Resident Rights; Complies with HIPAA Privacy rules;
• Complies with the guidelines of the Employee Handbook for this assisted living center;
• Follows Universal Precautions and good infection control practices.

Physical and Mental Requirements:

• Able to walk distances on hard surfaces;
• Able to stand for extended periods of time;
• Able to bend, stoop, turn, twist, squat, kneel, push, pull, reach and stretch;
• Able to sit for extended periods of time;
• Some repetitive motion work;
• Able to communicate verbally and in writing;
• Able to use telephone for communication;
• Able to read and comprehend the written word, in English.
• Able to lift at least 25# Pounds
• Licensed Driver with the ability to drive to appointments as needed

Compensation and Benefits:

• Hourly Wage and benefits as stated in the Employee Handbook.
• Eligible for 2% increase in pay rate after 90 days of employment with a satisfactory review.
• Annual increase in pay rate is merit based, as determined by a comprehensive, written performance review conducted by the supervisor and Administrator.

COVID-19 considerations
Since we care for a vulnerable population, infection control is very important to us. We have safe procedures in place that go above and beyond most businesses. The health and safety of our residents and staff is a top priority.

Sheldon Meadows Assisted Living Centers is licensed by the Michigan Department of Human Services, Office of Child and Adult Licensing as a Home for the Aged. Our staff is carefully selected and trained to unobtrusively monitor each resident and their health - both physical and mental - watching for signs of pain, confusion, inattentiveness to personal hygiene, missed meals or changes in normal routine.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

“When I was a boy and I would see scary things in the news, my mother would say to me, "Look for the helpers. You will always find people who are helping.”
Fred Rogers

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