Records Specialist

Description:

Verland is currently seeking a Records Specialist. The Records Specialist is responsible for managing all of our resident individuals’ records and histories as well as maintaining an organized, accurate and complete system of resident individual’s records.

Under the supervision of the Risk & Records Manager, the Records Specialist will interact with all departments within the organization, to manage the availability, filing, security, release, and retrieval of resident individuals’ information. This position also assists in conducting periodic chart audits to ensure compliance with county, state, and federal regulatory bodies.

This is an exempt position located at Verland’s Sewickley PA location, with the expectation of company-wide coverage in maintaining an efficient record system and conducting periodic chart audits.

Our Mission is that "We believe that every person deserves a safe, enriching, and stable environment in which to thrive with dignity and respect. Our mission is to provide individualized, innovative care and ongoing support for people in our community with complex physical and intellectual challenges.

Verland's Vision is simple "To lead the way in transformative care, for those with complex needs, allowing all individuals the power to live a life of dignity and contribute to our society to the full extent of their abilities."

Duties and Responsibilities:

• Maintaining current and up-to-date information on census and demographics of Verland residents.
• Managing resident individual’s charts and gathering information/documents to ensure the medical records are organized, accurate, complete, and easily accessible on-demand.
• Making information available to authorized persons as per Verland’s policies.
• Creating digital copies of paperwork and storing the records electronically; filing the paperwork with a disciplined and organized approach.
• Safeguarding resident records in compliance with current HIPAA standards and maintaining compliance with the Privacy & Security policies.
• Processing the records for new admissions and discharges for the organization.
• Assist the Risk & Records Manager in updating the Case Record Review Checklists in order to maintain compliance with the CMS, State and County regulatory expectations.
• Conduct monthly chart audits in compliance with regulatory requirements and maintain Excel spreadsheets towards quarterly Quality Management reporting and follow-up on the corrective action plans as necessary, agency wide.
• Monitor EMR for missed observations and collaborate with departments on corrective actions.
• Assist in training and education on maintaining charts/electronic records.
• File all pertinent documentation including, and not limited to, quarterly 90-day reviews and annual staffing information in the Electronic Health Record System / Paper Charts and uploading of documents in the Electronic Health Record System.
• Assist in regulatory surveys as needed to compile information promptly and accurately.
• Support Annual Resident & Family Satisfaction Survey roll outs and data entry.
• Maintaining an inventory of current Forms, controlling Form Numbering protocol and supporting organized filing protocol of all agency-wide forms.
• Assist in six-monthly Utilization Review information compilation as necessary.
• Assist in preparing, scanning, and retrieving resident information into and from the Laserfiche/Fortis System.
• Assist in the organization and filing of all medical record consents.
• Support clerical tasks such as data entry, answering phones, assisting in policy revisions, and ability to conceptualize and implement efficient record system is desirable.
• Perform other duties as assigned.

Exceptional Benefits for exceptional employees include:

• Exceptional health, dental and vision insurance at low cost
• Telemedicine for medical and behavioral health
• Company paid life insurance and short-term disability.
• Generous PTO program
• HSA with employer contribution
• Retirement plan (403b) with employer match
• Tuition reimbursement program
• Wellness program
• Corporate discounts
• Employee assistance program
• Caring executive leadership

Requirements:

• Must have a working understanding of Intermediate Care Facilities for individuals with Intellectual Disability (ICF/ID) and Community Living Arrangement governing regulations and interpretations related to resident records.
• Familiarity and the ability to quickly learn Verland’s Electronic Health Record system for efficient navigation and retrieval of information.
• Must have good writing and typing skills with an attention to details, including grammatical and spelling accuracy.
• Possessing the ability to think critically and to work independently is required.
• Proficiency in Microsoft Office Suite is required, especially in the use of Excel.
• Excellent organizational skills, including time management and prioritizing skills.
• Understanding of medical terminology
• Knowledge and skill in the use of photocopying, document scanners and fax machines.
• Excellent understanding of HIPAA regulations and practices.
• Must be able to communicate with all levels of staff in a positive manner via written, telephone, and email methods.

Minimum Training and Experience:

• High school diploma or GED required.
• Two (2) years’ experience in a health care Records department and in working with Electronic Health Records (EHR) systems is preferred.
• A minimum of two (2) years’ experience in data entry and a working knowledge of medical terminology.

Verland ValuesCommitment to Community, Compassionate Care, Dedication to EmployeesTrust through Transparency, Welcoming Diversity
To learn more about our Mission, Vision, and Family Values check out our website www.Verland.org