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Medical Records & Unit Coordinator

Join our team at The Redwoods, where you can make a meaningful impact on individual lives. After more than 50 years as a local, nonprofit community in beautiful Mill Valley, we have a rich history of service and purpose. We take pride in providing excellent care for an active and diverse community of seniors. You'll find that every day presents an opportunity for a rewarding experience of caring and connection with a dedicated team and dynamic group of residents. As a mission driven organization, we ensure everyone receives vital programs and services regardless of their income. Enjoy competitive pay, first class health benefits, generous vacation and sick time, and a great work environment.

Be a part of something bigger - join us in making a genuine difference!

Rate

Medical Records & Unit Coordinator $33.65 - $38.46

Shift differentials for shifts that start after 2pm.

Full Time

Benefits

Medical Insurance: ZERO out-of-pocket expense for the employee – effective the first of the month following the hire date.
Dental and Vision Insurance
Paid Time Off: Sick days, personal days, vacation days and holidays.
403(b) Retirement Plan: Employer contribution/Union pension contributions.
Additional Perks: Educational assistance & career development opportunities, longevity bonus program and low-cost meal program.

* For positions scheduled 24 or more hours per week.

Position Summary

This position is with focus to manage resident medical records and health information systems in accordance with applicable regulations and facility policy. Also, this position manages and coordinates patient admission, transfer and discharge processes using electronic health record (EHR) systems, ensuring accurate and timely coordination of unit activities and patient flow. It is an expectation this position is served as part of the Interdisciplinary Team (IDT).

Primary Responsibilities

UNIT COORDINATOR FUNCTIONS

Communication: Serve as the primary point of contact with healthcare providers (e.g. acute hospital, case managers), patients, families, and IDT members to handle requests and information, facilitating effective communication, coordination, and collaboration.
Manages a process to alert appropriate staff members of projected and confirmed admissions, room changes, and discharges.
In collaboration with the Director of Community Relations, physicians, IDT team, and other departments coordinates patient admission, transfer and discharge process using electronic-health record, accurate and timely.
Ensures all patient care paperwork is properly filled out and input into the required systems.
Manages paper charts process across patient care continuum process (open and close charts).
In collaboration with Director of Community Relations inspects a room/bed that is identified for new admission; involves other departments (EVS, Maintenance, Nursing) as needed to ensure the room/bed is set up as required.
Provides customer service in a courteous and professional manner when prepare and complete new admission paperwork, including admission package with new patients/family/DPOA
Collaborates with other staff on obtaining and filing PASRR paperwork, as required Compiles and distributes admission papers, as needed.
Daily, maintains bed availability along with status of beds on hold. Maintains and distributes all census and payor source information.
Upon discharge/transfer, inspects an empty room/bed to confirm it is available and informs Environmental Services/Facility staff of empty rooms and have them cleaned.
Participates in a Stand-Up /daily, Utilization Review/ Medicare /weekly, and Tripple Check and QAA/QAPI / monthly to keep participants updated and/or provide requested info.
As needed/assigned, be part of insurance information verification, including Medicare, Managed care, and Medi-Cal. Helps expedite admissions process for emergencies.
Maintain knowledge of applicable Medicare and Medi-Cal regulations

MEDICAL RECORDS FUNCTIONS

Maintains the confidentiality of all resident care information including protected health information. Establishes a procedure to ensure resident charts/records do not leave the medical records area except an authorized in our policies and procedures.
Files patient health & medical record information such as progress notes, laboratory reports, x-ray results, correspondence, etc., into resident charts/EMR. \
Maintains a record of authorized information released from charts/records, i.e., type information, name of recipient, date, department, etc.
Maintains a clean and proper file system, including uploading files.
Manages paper charts process across patient care continuum process (open and close charts).
Completes admission data entry and printing including but not limited to Face Sheets, MARs, TARs, etc.
Thin charts and files and closes charts with discharges. Maintain closed charts record.
Conducts routine audits, on a scheduled frame, as well as ad hoc audits on various aspects of medical records (e.g. medication administration, care plan completion, etc.). In response to any identified issues, develop/implement plans of correction in collaboration with applicable personnel.
In general, proactively identifies areas of risk and opportunities for improvement. Develop and present action plans to address the respective opportunities and lead the implementation as appropriate.
Provides data to the Quality Assurance & Assessment (QAA)/Quality Assurance and Performance Improvement (QAPI) Committee routinely and as requested and actively participate in the overall QAA/QAPI process.
Contacts physicians when needed to ensure they sign and date their required documentation.
Notifies the Director of Nursing (DON) and Administrator with any delinquencies or issues.
Partners with leadership to ensure that policies and procedures pertaining to privacy practices are followed by all personnel. Report known or suspected incidents of unauthorized disclosure of such information.
Encourages attending physicians to record and sign progress notes, physicians’ orders, etc., on a timely basis and in accordance with current regulations.
Attends and participates in annual facility in-service training programs as scheduled, as well as participate in workshops and seminars as approved to stay abreast of changes in your profession.
Follows established safety regulations in the use of equipment and supplies.
Performs other duties as assigned.

Minimum Qualifications

2 years of experience in skilled-nursing, acute or sub-acute setting – Required
2 years of experience handling medical information, charting, etc. – Required
Professional telephone skills and ability to handle patient information effectively and efficiently.
Must possess strong verbal and written communication skills om English language to interact effectively with healthcare providers, patients, families, and visitors, conveying information clearly, accurately, and empathetically to promote positive communication and patient satisfaction. Other languages a plus.
Should have excellent organizational skills and attention to detail in managing unit patient records, and administrative tasks, prioritizing responsibilities, and multitasking efficiently to support unit operations and workflow.

The Redwoods is an Equal Opportunity Employer.

Job Type: Full-time

Pay: $33.65 - $38.46 per hour

Benefits: