Central Supply Clerk / Medical Records CoordinatorPrimary Responsibilities The Central Supply Clerk / Medical Records Coordinator is responsible for supporting the facility through the effective management of medical supplies, equipment, and resident clinical records. This dual-role position ensures that medical and nursing supplies are appropriately inventoried, ordered, received, distributed, and maintained within established budgetary guidelines. The position is also responsible for maintaining accurate, confidential, organized, and compliant resident clinical records in accordance with facility policies and procedures, OBRA guidelines, Texas State Standards, HIPAA requirements, and applicable nursing home standards. The Central Supply Clerk / Medical Records Coordinator works closely with the Director of Nursing, Administrator, department heads, nursing staff, physicians, and other members of the interdisciplinary team to support efficient facility operations and quality resident care. Essential FunctionsCentral Supply & Inventory Management Inventory Medicare Part A and Part B supply closets daily and replenish supplies as needed. Inventory satellite supply closets daily and replenish as needed. Inventory the main supply closet weekly and maintain appropriate stock levels. Retrieve supply requisitions from department heads, fill orders, and deliver supplies to the requesting departments. Receive, unpack, and verify incoming supplies and report discrepancies to the appropriate department. Prepare supplies that need to be returned or shipped. Rotate stock using the First In, First Out (FIFO) method. Identify, remove, document, and appropriately package expired items for shipment, disposal, or donation. Prepare Part B billing information for Concept billing. Monitor and maintain the monthly supply budget. Order nursing department office supplies and forms and maintain adequate availability at nurses' stations. Maintain current forms throughout the facility as updates are issued by the corporate Forms/Policy Committee. Medical Records Management Maintain resident clinical records in an accurate, confidential, systematic, and organized manner. File clinical documentation in the appropriate resident records daily. Enter new admissions and discharged residents into the Admission/Discharge Log daily. Track outgoing telephone orders and other documents related to resident care. Thin active resident charts daily based on the facility census. Maintain tracking logs for Progress Notes and Physician History and Physical documentation. Follow up daily on incomplete medical records and outstanding documentation. Audit new admission, readmission, and discharged resident records and report findings during the morning meeting. Verify completion of discharge summaries. Close out discharged residents' records in accordance with established procedures. Maintain the Destruction Log for closed medical records. Box and prepare previous-year closed records for appropriate storage. Maintain and update the Master Signature Legend. Physician & Regulatory Compliance Send monthly physician compliance letters and follow up bi-monthly regarding physician visits and outstanding documentation. Communicate physician compliance concerns to the Administrator, Director of Nursing, and Medical Director. Maintain the facility Death Report and submit required information to the State each month no later than the 10th. Print MARS/TARS and Consolidated Orders as required. Maintain the HIPAA log for requests and releases of information pertaining to current and former residents. Complete monthly Quality Assurance (QA) forms and participate in QA and compliance meetings as required. Maintain records and documentation in accordance with OBRA guidelines, Texas State Standards, HIPAA requirements, facility policies, and other applicable regulatory standards. Facility & Resident Support Work collaboratively with the Director of Nursing, Administrator, nursing staff, department heads, physicians, and other members of the interdisciplinary team. Assist with resident evacuation and other emergency procedures when necessary. Actively participate in efforts to enhance residents' quality of life through the facility's commitment to quality patient care and census-building initiatives. Support the recruitment, training, development, and retention of facility staff. May be required to work on the floor as a Certified Nurse Aide (CNA) when appropriately certified and needed by the facility. Assist other departments as operational needs arise. Perform other duties and tasks as assigned by the Administrator or Director of Nursing that are consistent with the employee's qualifications, training, and scope of responsibility. Reporting Structure The Central Supply Clerk / Medical Records Coordinator reports directly to the Director of Nursing and works collaboratively with the Facility Administrator and other department leaders.

Work Location:

In person