Medical Records Receptionist

Job Description

Description

Position: Temp to Permeant: Medical Records Receptionist


Schedule: Monday - Friday, 24-32 hours


Pay: $25-$28 an hour/ DOQ

Location: Essex, CT

Who we are:

Walk through our doors and see the difference in the future with senior living and care. Set against a beautiful 1,000-acre natural preserve and just minutes from the shoreline, Essex Meadows leads the way in comprehensive senior living in Connecticut. When you work at Essex Meadows, you have a front-row seat to the amazing life stories of the wisest people on earth. What's more, you are part of an extraordinary company-one that's investing in the future of senior living by investing in you. Don't just do a job. Be part of an extraordinary life!

• You will enjoy:
• Medical, dental, and vision insurance
• Life insurance
• AD&D insurance
• Long-term disability insurance
• 401(k) with company match
• Resident-sponsored appreciation bonus
• Resident-sponsored educational scholarships
• Generous PTO and paid holidays
• Employee assistance program
• Free electric vehicle charging stations
• Daily Pay - Work today, get paid today!

Position Summary

Essex Meadows is seeking a detail-oriented, organized, and service-focused Medical Records Receptionist to join our Health Center team!

The Medical Records Receptionist is responsible for maintaining accurate, complete, and confidential resident medical records while providing essential administrative and clerical support to the Director of Nursing and Health Center staff. This position also assists with nursing staff scheduling, coordinates information between residents, families, physicians, and employees, and helps ensure the smooth daily operation of the Health Center.

The ideal candidate is dependable, professional, comfortable managing multiple priorities, and enjoys working in a healthcare environment where accuracy, teamwork, and hospitality are essential.

Primary Responsibilities

Medical Records Management

• Maintain complete, accurate, and organized medical records for current and discharged residents in accordance with applicable state and federal regulations.
• Prepare medical records for new admissions and discharges and monitor charts for missing or incomplete documentation.
• Maintain current resident identification information, census records, admission books, resident indexes, and other required documentation.
• File, retrieve, organize, and store medical records in accordance with established retention and confidentiality requirements.
• Provide authorized individuals and administration with medical records, reports, and statistical information as requested.
• Coordinate correspondence with physicians, healthcare providers, and other appropriate parties regarding medical record requests.
• Maintain and update Health Center forms, policies, procedures, Medicare denial letters, and other department information.

Administrative & Scheduling Support

• Provide secretarial and administrative support to the Director of Nursing, Social Worker, and other Health Center personnel as needed.
• Assist with daily nursing schedules, including coordinating coverage for call-offs, admissions, and other staffing changes. Provide CNA scheduling assistance when necessary.
• Coordinate and maintain minutes and documentation for required Quality Assurance meetings.
• Assist with special projects, assignments, and departmental communications.
• Help coordinate information between residents, families, responsible parties, physicians, consultants, and staff.
• Assist with ordering supplies, communicating with vendors, monitoring inventory, and tracking resident supplies for appropriate billing.

Reception & General Department Support

• Provide Health Center receptionist coverage as needed, greeting visitors and directing calls and inquiries appropriately.
• Assist with incoming and outgoing mail and general office responsibilities.
• Respond to apartment alarms according to nursing direction and established community procedures.
• Attend required staff meetings, in-service training, and educational programs to remain current with departmental policies and healthcare requirements.
• Maintain strict confidentiality of all resident medical information and sensitive departmental records.

Qualifications

• High school diploma or equivalent required.
• Previous administrative or clerical experience, preferably in a healthcare or long-term care setting.
• Medical terminology and medical records experience preferred.
• Proficiency in Microsoft Word and general computer applications.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities, prioritize tasks, and work effectively with frequent interruptions.
• Strong written and verbal communication skills in English.
• Ability to perform basic mathematical calculations.
• Professional, courteous, and compassionate approach when interacting with residents, families, visitors, and employees.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Physical Requirements & Working Conditions

• Ability to sit for extended periods, with occasional walking and frequent bending, reaching, and stooping.
• Manual dexterity required for typing, filing, and handling records.
• Ability to concentrate and work effectively in an environment with frequent interruptions.
• Ability to occasionally lift and carry up to 50 pounds.
• Work is primarily performed in a well-lit office and Health Center environment.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

EEO Employer