SUMMARY: Coordinates receipt, distribution, and inventory management of supplies for nursing personnel along with organization of medical records per State and Federal guidelines by performing the following duties:

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ESSENTIAL DUTIES AND RESPONSIBILITIES:      An individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Central Supplies:

1.       Within budget, maintains adequate supplies for nursing personnel. This includes but is not limited to: conducting inventories, tracking supply use, filling requisition orders for medical and non-medical supplies, and placing timely orders for supplies.

2.       Organizes supply stock. This includes but is not limited to: receiving and verifying supply shipments, managing discrepancies, assembling and organizing items, as needed.

3.       Ensures proper documentation is maintained. This includes but is not limited to: ensuring proper signatures are obtained in connection with shipping and/or receiving supplies, and documenting and following up on discrepancies between purchases and supplies received.

4.       Performs quality assessment and assurance functions, including but not limited to: the maintenance of an ongoing quality assurance program for the inventory, organization, receipt and dispensation of supplies within budget.

5.       Assists with developing and updating supply policies and procedures to reflect the philosophy of the facility, professional standards, and legal requirements.

6.       Manage inventory from outside vendor RTE as follows:

a)    Do inventory of all rental items fro> RTE. Verify monthly invoice.

b)    Call RTE to order equipment as needed.

c)    Call RTE to pick up equipment as needed.

d)    Maintain spreadsheets of rental equipment in house.

e)    Maintain spreadsheet for these items.

f)     Supply list of all residents on oxygen for billing to Accounts Receivable monthly.

7.       All other duties as assigned  

    Medical Records:

1.      Prepare any papers from other departments that require physicians' signature

2.      Maintain master file for annual flu vaccines

3.      Maintain Resident Masterfile

4.      Complete forms for consent and verification of annual flu shots, maintain information on these and submit total given to Accounting for billing.

5.       Create Admission Chart for new admissions

6.      Maintain credentialling books for physicians and nurse practitioners.

7.      Maintain book with physicians signatures on file.

8.      Close out all discharge charts — break down charts, collate, prepare discharge summary and collect all papers requiring physicians' signatures and file in closed boxes when complete.

9.      Prepare all chart boxes in medical records for storage off-site. Maintain book showing what is in storage and when items went to storage.

10.  Notify Iron Mountain when there are boxes to be shredded that are in storage.

11.  Pull charts and information for inspections/surveys — State, Medicaid, Medicare, etc.

12.  Assist with preparing for Podiatry Visits.

13.  Order supplies needed for Medical Records and for the charts.

14.  Manage monthly list for physicians of all residents.

15.  Handle authorizations for release of information and copy charts as required. .

16.  Fax and/or copy information as requested by physician's offices for continuity of care.

17.  Fax and/or copy information as requested by residents, family members, and other 3‘^d parties requesting information.

18. Get copies of records signed by physicians for the various hospice vendors and return to  chart as required.

19. Answer phones on the units as necessary

20. Arrange appointments and transportation for residents on the units.

21. Organize all paperwork for scheduled appointments (i.e. prepare 2 face sheets, consult sheets; copy of physician's orders, etc…)

22. File all papers in charts.

23. Thin charts on the units and then file in Medical Records.

24.  All other duties as assigned

Overall:

1. As directed, participates with DON/NHA/Designee with surveys/audits

2. Maintains and applies current skills and knowledge through continuing education and in-service programs.

3. In an emergency, carries out assigned duties to assure resident and employee safety

4. Carries out responsibilities in compliance with federal, state, local laws and regulations, and with facility philosophy, policies and procedures.

5. Ability to present information to management effectively, and to speak, understand and read the English language to the extent necessary to safely and properly assist with obtaining supplies necessary for care of residents.

6. Excellent interpersonal skills with high level of energy and enthusiasm. Ability to organize, document, and implement detailed programs. Good verbal and written communication skills.

7.    This position requires standing, sitting, stooping, pulling, pushing, lifting up to 50 pounds or more, bending, climbing, twisting upper body, walking, running, carrying, listening, talking, use of telephone, and exposure to medical equipment and persons with risk of illness.

EDUCATION and/or EXPERIENCE:

High school diploma or general education degree (GED) preferred. Meets state and federal requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:

None required. Driver’s license per facility requirements preferred.