Medical Records and Central Supply

Job Description

Job Description

Medical Records & Central Supply Clerk
Full-Time

We are seeking a dependable, organized, and detail-oriented Medical Records & Central Supply Clerk to join our healthcare team. This position combines medical records administration with central supply responsibilities and plays an important role in supporting quality patient care, regulatory compliance, accurate documentation, and the efficient operation of the facility.

The successful candidate will maintain accurate and confidential medical records, support medical records reporting and compliance requirements, manage facility supplies and inventory, process supply requisitions, and provide administrative support to nursing and other departments.

Medical Records

• Maintain medical records that are complete, accurate, organized, and compliant with applicable federal and state regulations and health department standards.

• Monitor records for completeness and accuracy and report identified deficiencies or variations.

• Maintain confidentiality and oversee the release of protected medical information in accordance with applicable laws, regulations, and facility policies.

• Perform medical record coding, indexing, filing, scanning, transcription, and information retrieval as required.

• Maintain knowledge of medical terminology, disease classification, nomenclature, and accepted medical records practices.

• Compile and maintain statistical reports and registries for the medical records department and other facility services.

• Prepare statistical information and reports for administration, medical staff committees, accreditation agencies, and regulatory agencies.

• Provide diagnosis codes to Fiscal Services in a timely manner to support accurate and prompt insurance billing.

• Monitor communicable disease reporting requirements and provide information to the appropriate infection control personnel.

• Assist with Quality Assurance and Performance Improvement (QAPI) activities.

• Participate in facility and medical staff committees as assigned.

• Maintain knowledge of applicable medical records laws, regulations, accreditation standards, ethics, and peer review requirements.

• Appear in court when subpoenaed regarding authentication or other matters related to medical records.

• Assist with training staff regarding medical records procedures, confidentiality, coding, filing, documentation, and related policies.

Central Supply

• Check supply areas daily and restock required items.

• Fill nursing department requisitions for routine supplies and equipment in accordance with established procedures.

• Maintain adequate emergency supplies and ensure essential items are readily available.

• Maintain supply and storage rooms in a clean, organized, safe, and compliant condition.

• Receive, issue, track, and maintain inventory of supplies and equipment.

• Rotate supplies appropriately to minimize waste and prevent expired products.

• Prepare, process, and submit purchase orders in accordance with facility procurement procedures.

• Check invoices, purchase orders, packing slips, and incoming merchandise for accuracy.

• Coordinate damaged merchandise, shipment discrepancies, returns, and vendor claims.

• Ensure supplies are properly tracked and charged to the appropriate department.

• Identify defective equipment and coordinate maintenance or repair as needed.

• Clean and inspect equipment as directed.

• Provide clerical and administrative support to the nursing department.

• Monitor inventory levels and communicate supply needs to appropriate personnel.

• High school diploma or equivalent required.

• Minimum of two years of medical records experience in a physician's office, healthcare facility, or similar setting.

• Prior Central Supply experience required.

• Thorough knowledge of medical records practices, confidentiality, medical terminology, coding, classification, and nomenclature.

• Knowledge of applicable federal and state healthcare regulations and accreditation standards.

• Knowledge of medical staff bylaws, rules, regulations, and applicable peer review requirements.

• Strong written and verbal communication skills.

• Excellent organizational and administrative skills with the ability to prioritize multiple responsibilities.

• Strong attention to detail and accuracy.

• Good problem-solving and decision-making skills.

• Ability to maintain confidentiality and handle sensitive information professionally.

• Basic understanding of purchasing, inventory control, budgeting, and supply management.

• Ability to work effectively with nursing staff, medical staff, administration, vendors, and other departments.

Requirements

Employment is contingent upon successful completion of a Florida AHCA Level 2 background screening in accordance with state regulations.