Job Title:

Medical Records Assistant / Appointment Scheduler

Department:

Medical Records / Administration

Reports To:

Medical Records Director / Administrator

Job Summary:

The Medical Records Assistant / Appointment Scheduler is responsible for maintaining accurate and confidential resident health records and coordinating medical appointments for residents. This position plays a key role in ensuring timely communication between the nursing staff, physicians, residents, and external healthcare providers to support continuity of care within a Skilled Nursing Facility (SNF) environment.

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Essential Duties and Responsibilities:

Medical Records Management

• Maintain, organize, and update resident medical records in compliance with federal, state, and facility regulations (HIPAA, CMS, etc.).

• Ensure timely filing of physician orders, progress notes, lab reports, and other documentation.

• Audit charts regularly to ensure accuracy, completeness, and compliance.

• Process requests for medical records, ensuring appropriate authorization is obtained before release.

• Maintain logs of admissions, discharges, and transfers, updating medical records accordingly.

• Support survey readiness by maintaining current and complete records.

Appointment Scheduling

• Schedule resident appointments with physicians, specialists, diagnostic facilities, and other healthcare providers as ordered.

• Coordinate transportation and necessary documentation for resident appointments.

• Communicate appointment details to nursing staff, residents, and families.

• Track and follow up on results and reports from outside appointments to ensure timely inclusion in resident records.

• Maintain an up-to-date calendar of resident medical appointments.

Communication and Coordination

• Serve as a liaison between medical staff, nursing departments, and external providers.

• Assist with physician rounds, ensuring charts and records are ready and complete.

• Relay information regarding orders, treatments, and follow-ups as needed.

• Maintain confidentiality and professionalism in all interactions.

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Qualifications:

Education and Experience

• High school diploma or equivalent required; additional coursework in health information or medical office administration preferred.

• Minimum of 1 year of experience in medical records, health information management, or appointment scheduling in a healthcare or long-term care setting preferred.

• Familiarity with electronic medical records (EMR) systems and standard office software (Word, Excel, Outlook).

Skills and Abilities

• Strong organizational and time management skills.

• Excellent communication and interpersonal skills.

• Attention to detail and accuracy in recordkeeping.

• Ability to maintain confidentiality and adhere to HIPAA standards.

• Ability to work independently and collaboratively with multidisciplinary teams.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.

• Ability to lift or carry up to 25 pounds of records or supplies occasionally.

• Frequent standing, walking, and bending as needed in a healthcare environment.

Pay Scale: $16 - $18 Hourly