Healthcare Administrative Assistant and Medical Records

Healthcare Administrative Assistant / Medical Records

Loyalhanna Care Center

535 McFarland Road

Latrobe, PA 15650

Job Overview

Loyalhanna Care Center is seeking a dependable and highly organized Healthcare Administrative Assistant / Medical Records Clerk to join our team. This position plays an important role in supporting daily operations of the nursing department by maintaining accurate medical records, coordinating resident appointments, scheduling transportation services, and assisting the Human Resources department with onboarding and administrative tasks.

The ideal candidate is detail-oriented, organized, and able to manage multiple priorities in a fast-paced healthcare environment while maintaining confidentiality and professionalism.

Key Responsibilities

Medical Records & Documentation

• Maintain resident medical records in accordance with federal, state, and facility regulations.
• Ensure resident charts are accurate, organized, and up to date.
• Review documentation for completeness and compliance.
• Maintain strict confidentiality of resident information in accordance with HIPAA regulations.
• Forward completed charts of discharged residents to the Medical Records department.
  
  
  

Appointment Scheduling

• Schedule resident medical appointments including specialists, diagnostics, and follow-up care.
• Maintain an organized appointment calendar for residents.
• Communicate appointment information to nursing staff and appropriate departments.
• Confirm appointments with physician offices and specialty providers.
• Ensure required documentation accompanies residents to outside appointments.
• Track consult reports and ensure documentation is returned and filed appropriately.
  
  
  

Transportation Coordination

• Schedule transportation providers for resident medical appointments.
• Communicate transportation schedules to nursing staff.
• Ensure residents are prepared for scheduled transportation.
• Document transportation arrangements and appointment details.
  
  
  

Human Resources Administrative Support

• Assist Human Resources with new employee onboarding and orientation preparation.
• Prepare new hire packets and onboarding paperwork.
• Assist with collecting employee documentation.
• Maintain organized employee personnel files.
• Assist with scheduling employee orientation sessions.
• Support employee engagement and retention initiatives across the facility. Assist with coordinating and organizing employee retention meetings, preparing materials, tracking participation, and helping implement programs designed to improve employee satisfaction, morale, and staff retention.
• Perform additional administrative duties as assigned by Human Resources.
  
  
  

Administrative Support

• Answer telephones and direct calls appropriately.
• Provide clerical support to the nursing department.
• Assist with admissions, transfers, and discharge documentation.
• Maintain emergency contact information and resident identification records.
• Assist nursing staff with communication regarding appointments and scheduling updates.
• Direct visitors and provide general administrative support.
  
  
  

Qualifications

• High school diploma or equivalent required.
• Previous healthcare administrative, unit clerk, or medical records experience preferred.
• Basic knowledge of medical terminology preferred.
• Strong organizational and communication skills.
• Ability to multitask and manage multiple schedules.
• Experience with electronic health records or healthcare documentation systems preferred.
• Previous administrative or HR support experience is a plus.
  
  
  

Physical Requirements

• Ability to move throughout the facility during the workday.
• Occasionally lift, push, or pull up to 25 pounds.
• Ability to work in a fast-paced healthcare environment.
  
  
  

Why Join Loyalhanna Care Center

Supportive team environment

Stable healthcare setting

Opportunity to make a difference in residents’ lives

Opportunities for professional growth within the organization