Central Supply and Medical Records Clerk

Posted Date 1 month ago(4/18/2024 9:11 AM)
Requisition ID
# of Openings
Area of Interest
Elderwood of Scallop Shell at Wakefield
Position Type
Regular Full-Time
Pay: $17.60 - $22.39 / hour


Pay: $17.60 - $22.39 / hour


Central Supply and Medical Records Clerk Overview


The Central Supply and Medical Records clerk is responsible for resident medical records and site medical equipment and supplies.  The incumbent will inventory and order medical equipment and supplies while assisting with resident medical records ensuring records are compliant with applicable state and federal regulations.


 This position also assists with ensuring the health and well-being of residents by managing their medical records to include collecting resident information, issuing medical files, filing medical records, and processing paperwork.  This position maintains records in a manner complaint with all applicable state and federal regulations.


Central Supply and Medical Records Clerk Essential Job Functions


Is responsible for taking inventory, tracking medical equipment and supplies, and creating an order for medical equipment and supplies for new and existing residents to be approved by the Director of Nursing, Assistant Director of Nursing, the Administrator or approved clinical supervisory staff. 

  • Initiates Aestiva orders as requested and approved. Upon delivery, records as “received” in Aestiva. accordingly.
  • Obtains signed scripts or other required paperwork for DME companies.
  • Arranges new patient carts as directed.
  • Obtains Safety Data Sheets (SDS) and manages according to company policy.
  • May be assigned to deliver or pick up supplies from other sites.

The incumbent is responsible for medical records, computerized census data, signed copies of required forms Authorization to Use, Disclose Protected Health Information, Woodmark Pharmacy Admission Medication Regimen, Controlled Substances Inventory in designated binder in office.

  • Verifies and codes residents' diagnoses upon admission and throughout their stay; prints copy of the diagnosis list for charts and updates regularly adding resolve dates per MD/Unit Manager. Codes information for Medicare/Medicaid billing; adds diagnosis codes and sequence numbers for PT/OT/Speech therapy billing so that bills and documentation all match; maintains accuracy.
  • Scanning and uploading resident documents into computerized charts, organize and review medical records of discharged residents to ensure it is complete then file.
  • Retrieving data from CMS
  • Maintaining closed medical records ensuring they are accessible for retrieval/investigations; Label and organize boxes containing all charts/records at the end of the year for storage, follows proper destruction of closed records per policy.
  • Assists in the collection and copying of resident medical record information in response to medical record access requests, according to approved procedures, after receiving approval from the facility Administrator and Vice President of Operations.
  • Assists with obtaining statistics and auditing records for the annual survey by the State Health Department or regulatory agency.
  • Maintains accurate, current census data in computer program for admissions/discharges/room changes/and all other statistics and timely submission of census data to required state department for submitting census to state department as needed
  • Maintains and initiates schedules for Resident Care Planning and completion of MDS assessments. Works closely with PPS Coordinators tracking and adding MDS assessments for the Medicaid Reimbursement Submission.
  • Responsible for receiving and distributing dictation from physicians and NP/PA’s from fax machine or secure e-mail to units and tracks H/Ps and progress notes to ensure all dictated transcription is received.

Receives and tracks all Accident/Incident reports entering them in computer programs and provides reports to designated staff.

Attends all staff meetings and training as required.

Utilizes electronic timekeeping system as directed.

Performs other duties as assigned by supervisor, management staff or Administrator.


Central Supply and Medical Records Educational Requirements and Qualifications

  • High School diploma plus 1 year of clerical experience (preferred)
  • Proficiency with computers and programs such as Microsoft Office

Central Supply and Medical Records Clerk Skills and Competencies

  • Effectively communicates with others, both verbal and written
  • Ability to work independently and as part of a group. 
  • Excellent interpersonal and customer services skills; possesses friendly and helpful demeanor.
  • Excellent organizational and problem-solving skills
  • Strong attention to detail
  • High level of efficiency; ability to prioritize and possess time management skills.
  • This position requires regular interaction with residents, coworkers, visitors, and/or supervisors. In order to ensure a safe work environment for residents, coworkers, visitors, and/or supervisors of the Company, and to permit unfettered communication between the employee and those residents, coworkers, visitors, and supervisors, this position requires that the employee be able to read, write, speak, and understand the English language at an intermediate or more advanced level.

EOE Statement

WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.


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