Medical Records Specialist

Job Description

Recognized by Newsweek in 2024 and 2025 as one of America's Greatest Workplaces for Diversity

Make Lives Better Including Your Own. If you want to work in an environment where you can become your best possible self, join us! You'll earn more than a paycheck; you can find opportunities to grow your career through professional development, as well as ongoing programs catered to your overall health and wellness. Full suite of health insurance, life insurance and retirement plans are available and vary by employment status.

Part and Full Time Benefits Eligibility

• Medical, Dental, Vision insurance
• 401(k)
• Associate assistance program
• Employee discounts
• Referral program
• Early access to earned wages for hourly associates (outside of CA)
• Optional voluntary benefits including ID theft protection and pet insurance

Full Time Only Benefits Eligibility

• Paid Time Off
• Paid holidays
• Company provided life insurance
• Adoption benefit
• Disability (short and long term)
• Flexible Spending Accounts
• Health Savings Account
• Optional life and dependent life insurance
• Optional voluntary benefits including accident, critical illness and hospital indemnity Insurance, and legal plan
• Tuition reimbursement

Base pay in range will be determined by applicant's skills and experience. Temporary associates are not benefits eligible but may participate in the company's 401(k) program.

Veterans, transitioning active duty military personnel, and military spouses are encouraged to apply. To support our associates in their journey to become a U.S. citizen, Brookdale offers to advance fees for naturalization (Form N-400) application costs, up to $725, less applicable taxes and withholding, for qualified associates who have been with us for at least a year.

The application window is anticipated to close within 30 days of the date of the posting.

Responsibilities

Routinely audits medical records for required documents and signatures.

1. Audits resident records on a monthly basis, audits discharged resident records, and audits new admission records according to established criteria to assure completeness, accuracy, and compliance with state and federal regulations.
2. Mails forms needing completion or signature to physician as needed and maintains physician telephone order log.
3. Thins medical records on a monthly basis and maintains files in proper order to assure accessibility.
4. Maintains discharged records for prompt retrieval.
5. Maintains control of the release of information by retaining charts for examination by physicians, and copying of record for other authorized personnel with management approval.
6. Upholds confidentiality according to HIPAA rules and regulations.
7. Assists nursing services with creating, updating and posting the staffing schedule. Maintains accurate reporting of attendance and work time.
8. Assists with daily nursing services and ensures posting of schedules.
9. Maintains supplies and inventory. Collects data on supplies needed from each unit and makes invoices as appropriate. Identifies type and amount of items to be stocked. Maintains supplies in a neat, clean and organized manner. Follows manufacturer's instructions for proper storage of supplies. Receives, reviews and obtains approval prior to ordering supplies. Sends invoices to accounts payable promptly for payment. Performs and maintains quarterly inventory.

This job description represents an overview of the responsibilities for the above referenced position. It is not intended to represent a comprehensive list of responsibilities. An associate should perform all duties as assigned by his/her supervisor.

Qualifications

Education and Experience
High school diploma or equivalent. A minimum of 2 years of experience as a CNA. An additional year of clerical experience within Central Supplies, Medical Records or Staffing is preferred.

Certifications, Licenses, and Other Special Requirements
CNA licensure

Management/Decision Making
Makes standard and routine decisions based on detailed guidelines with little independent judgment. Problems are generally solved with clear, detailed guidelines or by reporting them to a supervisor.

Knowledge and Skills
Has a basic level of a skill and can follow written or verbal instructions. Has basic technical skills to complete a few repetitive and well-defined duties. Has a basic knowledge of the organization in order to answer basic questions. Excellent oral and written communication skills, as well as exceptional customer service skills. Ability to speak and write English fluently. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Previous PC experience to include a working knowledge of various spreadsheet and word processing programs. Knowledge of the theory, techniques and practices of nursing assistance. Ability to carry out instructions furnished in written, oral, or diagram form. Ability to prioritize and plan work activities. Ability to organize tasks and work area. Ability to establish an effective working relationship with all departments and the community. Excellent organizational and follow-through skills.

Physical Demands and Working Conditions

• Standing
• Requires interaction with co-workers, residents or vendors
• Walking
• Sitting
• Occasional weekend, evening or night work if needed to ensure shift coverage.
• Use hands and fingers to handle or feel
• Reach with hands and arms
• Possible exposure to communicable diseases and infections
• Climb or balance
• Stoop, kneel, crouch, or crawl
• Talk or hear
• Ability to lift: Up to 25 pounds
• Possible exposure to blood-borne pathogens
• Possible exposure to various drugs, chemical, infectious, or biological hazards
• Vision

Brookdale is an equal opportunity employer and a drug-free workplace.

About Us

Brookdale is a Great Place to Be :

• Gracious hospitality and neighborliness for our residents and families.
• Home-like feel and all-around comfort for residents and visiting family members.
• Entertaining events and gatherings so our residents can find connections in groups and 1:1 settings.
• Industry leader in clinical care.
• Nationwide company with 589 communities as of November 30, 2025, offering many opportunities to grow and learn as a sales professional.
• Extensive corporate support including a robust training program.