Medical Records and Supply Clerk

When you become a part of The Cypress of Hilton Head, you not only step into a role but also into a front-row seat where you get to witness the incredible life stories of some of the wisest individuals on earth. Moreover, you become an integral part of an exceptional company that is actively investing in the future of senior living by investing in you. It's more than just a job; it's an invitation to be part of our extraordinary journey!

The Cypress of Hilton Head’s Preston Health Center Skilled Nursing Department is recruiting for a hospitality focused Medical Records and Supply Clerk to join our team!
 

Embraces Hospitality Promises:

• We greet residents, employees and guests warmly, by name and with a smile
• We treat everyone with courteous respect
• We strive to anticipate resident, employee and guest needs and act accordingly.
• We listen and respond enthusiastically in a timely manner
• We hold ourselves and one another accountable
• We embrace and value our differences
• We make residents, employees and guests feel important
• We ask, “Is there anything else I can do for you?”
• We maintain high levels of professionalism, both in conduct and appearance at all times.
• We pay attention to details.

Schedule:

Full Time, Monday through Friday 

8:00AM - 4:00PM

Job Summary: 

This position is a dual-role clerical position responsible for supporting both Medical Records and Medical Supply management functions. The role focuses on maintaining accurate medical records, supporting documentation processes, and assisting with medical supply organization, tracking, and inventory support. All duties are performed under the direction of nursing leadership and administration and do not include supervisory or managerial authority. Medical Records and Supply Coordinator is responsible for ensuring that all medical supplies are adequately stocked, properly organized, and accurately tracked to support daily clinical operations. This role supports inventory control, cost management, and compliance with supply scanning processes.

Job Description:

1. Maintain current (open) and discharged (closed) medical records in accordance with accepted professional standards and practices, in a timely fashion.
2. Conduct regular audits of open charts of medical records to ensure accurate documentation.
3. Provide education on Medical Records to the Health Center staff as directed.
4. Ensure physician orders and documentation is completed, accurate and timely upon closed chart review.
5. Ensure Medical Records are readily accessible and systematically organized.
6. Maintain documentation as directed such as non-discrimination policy, admission policy, and physician licenses.
7. Ensure compliance in posting of policies in the newspaper and distributing them to referral sources.
8. Report to the DON staff members who are delinquent on charting to ensure compliance.
9. Oversee the open chart audit reviews and conduct random audits for the auditors.
10. Perform any ICD-9-CM coding that may be required by Billing Department.
11. Maintain confidentiality of all pertinent personnel and medical record information.
12. Upon discharge of resident, prepare discharge card, assemble, analyze and close chart; contact physician and/or Nursing Unit when items on closed charts require signatures or more information.
13.  Enter appropriate information on ICD-9-CM indices and disease index.
14. Notify physicians of incomplete charts on a weekly basis.
15. Understands the responsibility to report suspected violations of the LCRC Code of Conduct to appropriate persons, or to the LCRC Compliance Hotline, or by completing a Written Report of Suspected Compliance Violation, or by contacting the Corporate Compliance Officer directly.
16. Takes appropriate precautions to avoid job related injuries and complies with injury reporting guidelines.
17. Actively participates in safety programs and complies with The Cypress Club policies and procedures.
18. Looks for ways to continuously improve safety for members, staff and visitors.
19. Embraces The Cypress Hospitality Promises daily.
20. · Ensure all medical supplies are stocked at all times to meet clinical and operational needs
21. · Perform weekly medical supply ordering based on usage and established par levels
22. · Maintain an organized and well-labeled medical supply room
23. · Create, update, and maintain labels for supply scanning
24. · Add new residents or patients to the supply scanning system in a timely and accurate manner
25. · Ensure resident/patient supply lists are current and accurate
26. · Monitor staff compliance with supply scanning procedures
27. · Troubleshoot scanning issues and address missing or unscanned supplies
28. · Communicate supply concerns or discrepancies to leadership
29. · Assist with audits and inventory reviews as needed

Why Work with Us:

• Competitive Pay
• Quarterly employee events, including cookouts, free food trucks, bingo with prizes, costume parties, etc.
• Comprehensive benefits: health, dental, vision, 401K, company-paid life and AD&D insurance, voluntary insurance, and voluntary legal and identity theft insurance.
• Tuition Reimbursement
• Annual Scholarship for employees and employee dependents. 
• Promotion opportunities from within. 

Benefits: 

• 401(k) with company match.
• Health Insurance.
• Dental insurance.
• Vision Insurance.
• AD&D Insurance.
• Disability insurance.
• Life Insurance.
• Employee Assistance program
• Employee Discount.
• Employee and Dependents Scholarships.
• Paid Time Off.
• Referral Program.
• Tuition Reimbursement.

Qualifications:

Experience working with word processing and a typing minimum speed of 50 wpm required.  Experience with general office procedures such as filing, answering phones, completing correspondence, etc. and working knowledge of office machines including copier, postage meter, computer, etc. required.  Must be able to work independent of close supervision, and accurately with frequent interruptions.  Must possess good oral and written communication skills, and excellent organizational abilities. High attention to detail and accuracy. Ability to work independently. Familiarity with medical supply inventory and scanning systems preferred.

Responsibilities Include:

 1. Type letters, reports, statements, meeting minutes, agendas, etc. as directed.

 2. Maintain death log, correspondence log, admission log, discharge log, and other logs as required.

  3. Complete Medical Information Form and pertinent photocopying as necessary to justify information as needed. 

  4. Retrieve records from storage as necessary.

  5. Attend mandatory in-service programs as required.

  6. Additional duties as assigned.

Requirement: Please note that all employees are required to provide proof of COVID-19 vaccination or apply for and receive an approved exemption as a condition of employment.

EOE STATEMENT: We are equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard race, color, religion, gender, national origin, disability status, protected veteran status, or any other characteristics protected by law. 

If you're an enthusiastic, compassionate, senior care professional who is passionate about hospitality and senior engagement- please apply, we'd love to get to know you!