Park View Receptionist/Medical Records Coordinator

Receptionist / Medical Records Coordinator

Schedule: Monday-Friday, 8:00 a.m. to 5:00 p.m. with a one-hour unpaid lunch period.

Position Summary

The Receptionist / Medical Records Coordinator serves as the first point of contact for residents, families, visitors, vendors, and staff while maintaining complete, accurate, and confidential resident medical records. This position supports resident care, customer service, regulatory compliance, survey readiness, and daily facility operations in accordance with CMS regulations, Texas Health and Human Services Commission (HHSC) requirements, HIPAA regulations, and Park View Nursing Care Center policies and procedures.

This position is considered a compliance-sensitive position and is responsible for maintaining the integrity, confidentiality, and accessibility of resident information.

Required Qualifications

• High School Diploma or GED required.
• Previous receptionist, administrative, or healthcare office experience preferred.
• Long-term care or skilled nursing facility experience preferred.
• Medical Records experience preferred.
• Knowledge of HIPAA regulations required.
• Knowledge of CMS and Texas HHSC regulations preferred.
• Experience with PointClickCare or similar electronic health record systems preferred.
• Knowledge of medical terminology preferred.
• Strong organizational and time-management skills.
• Excellent customer service and communication skills.
• Ability to maintain strict confidentiality.
• Ability to prioritize multiple tasks in a fast-paced environment.

Essential Job Functions

Receptionist Responsibilities

• Greet residents, families, visitors, vendors, and guests professionally and courteously.
• Maintain a welcoming, customer-focused atmosphere.
• Assist visitors with sign-in procedures and visitor badge requirements.
• Notify staff promptly when visitors arrive.
• Screen visitors in accordance with facility infection prevention and security protocols.
• Respond to routine inquiries regarding facility services and direct questions to the appropriate department.
• Receive resident and family concerns and route grievances to the appropriate department manager or Administrator.

Telephone and Communication Duties

• Answer incoming telephone calls in a professional manner.
• Route calls to appropriate departments and personnel.
• Take and relay messages accurately and timely.
• Assist with overhead paging, resident location requests, and emergency notifications.
• Support communication efforts during emergencies, disasters, outbreaks, and other facility events.

Administrative Support

• Sort and distribute incoming mail.
• Prepare outgoing mail and packages.
• Assist with copying, scanning, filing, faxing, and document distribution.
• Schedule meetings, care plan conferences, and administrative appointments as assigned.
• Maintain reception, lobby, and waiting areas in a neat and organized condition.
• Monitor and maintain office supply inventories as requested.

Admissions Support Responsibilities

• Receive and route admission inquiries to the Business Office Manager, Administrator, or designated admission personnel.
• Complete preliminary admission intake information when admission staff are unavailable.
• Prepare admission packets and resident information forms as assigned.
• Notify Nursing, Social Services, Dietary, Therapy, Business Office, and Administration of resident arrivals.
• Assist with obtaining signatures and admission-related documentation when assigned.
• Support a positive admission experience for residents and families.

Medical Records Responsibilities

Medical Record Management

• Maintain complete, accurate, organized, and confidential resident medical records.
• Assemble admission, transfer, discharge, and readmission records.
• File physician orders, progress notes, laboratory reports, diagnostic results, and other clinical documentation.
• Maintain both active and closed medical records.
• Monitor medical records for completeness and compliance.
• Track and follow up on delinquent physician documentation, including History and Physicals, physician progress notes, signatures, and required forms.
• Coordinate chart thinning and organization according to facility policy.
• Close and archive discharged resident records in accordance with federal and state retention requirements.

Electronic Health Record Management

• Scan and upload documents into the electronic health record system.
• Verify accuracy, completeness, and proper indexing of scanned documentation.
• Assist nursing and interdisciplinary staff with record retrieval.
• Maintain proficiency in PointClickCare or other designated electronic medical record systems.
• Support established backup and downtime procedures.

Release of Information

• Verify appropriate authorization before releasing resident information.
• Process requests for records from residents, responsible parties, physicians, hospitals, auditors, attorneys, and government agencies.
• Maintain tracking logs of record disclosures as required.
• Ensure release of information procedures are completed in accordance with HIPAA and facility policies.
• Coordinate timely preparation of copies and transmission of records.

HIPAA, Privacy, and Resident Rights

• Protect resident privacy and confidentiality at all times.
• Maintain compliance with HIPAA regulations and facility confidentiality policies.
• Secure medical records against unauthorized access, loss, or disclosure.
• Promote resident dignity, privacy, and rights.
• Immediately report suspected violations of resident rights, confidentiality breaches, abuse, neglect, exploitation, or misappropriation of resident property.

Regulatory Compliance and Survey Readiness

• Maintain medical records in accordance with CMS, Texas HHSC, and facility requirements.
• Monitor record retention and destruction schedules.
• Maintain survey-ready charts at all times.
• Assist surveyors by promptly providing requested records and documentation.
• Participate in mock surveys, audits, quality assurance activities, and compliance reviews.
• Respond timely and accurately to documentation requests from state and federal regulatory agencies.
• Follow facility policies regarding mandatory reporting requirements.

Quality Assurance and Performance Improvement

• Perform routine medical record audits.
• Identify and report documentation deficiencies.
• Monitor completion of physician documentation and required signatures.
• Participate in Quality Assurance and Performance Improvement (QAPI) activities as assigned.
• Assist in implementing corrective actions related to documentation compliance.

Infection Prevention and Emergency Preparedness

• Follow all infection prevention and control procedures.
• Screen visitors according to current facility guidance.
• Comply with outbreak management protocols and visitor restrictions when necessary.
• Participate in emergency preparedness training and exercises.
• Follow disaster, evacuation, and emergency operations procedures.

Additional Responsibilities

• Maintain confidentiality of resident, employee, and facility information.
• Attend required meetings, in-services, and training programs.
• Maintain professional appearance and conduct.
• Support facility goals and initiatives.
• Perform other duties as assigned by the Administrator or designee.

Physical and Mental Requirements

• Sit, stand, bend, reach, and walk throughout the workday.
• Lift, carry, push, or pull up to 25 pounds occasionally.
• Operate standard office equipment.
• Frequent use of computers, telephones, scanners, and copiers.
• Ability to concentrate despite interruptions and frequent activity.
• Ability to handle confidential information responsibly.
• Ability to respond appropriately