Position Summary
The Health Information Management (HIM) / Central Supply Coordinator is responsible for maintaining an accurate, complete, confidential, and organized resident health information system and for coordinating the ordering, receiving, storage, inventory, and distribution of medical and resident-care supplies.
The position serves as the facility employee responsible for medical records and performs duties in accordance with applicable federal and Florida requirements, HIPAA, AHCA requirements, CMS regulations, professional standards, and facility policies and procedures.
The HIM / Central Supply Coordinator supports survey readiness, quality resident care, appropriate documentation practices, confidentiality of protected health information (PHI), and the efficient availability of supplies and equipment throughout the facility.
ABOUT THE GROVE - Located in Hernando, FL, we are a skilled nursing and rehabilitation facility that is dedicated to helping our residents maximize their potential and live their lives to the fullest. We offer a modern, comfortable, and secure facility staffed by caring professionals where individuals receive the finest sub-acute medical care, rehabilitation services, and 24-hour skilled nursing care. We are committed to maintaining a facility where compassionate care is provided in an environment of respect and dignity. It is also a great working environment for our staff as we truly value and appreciate each member of our team!
While working here, you will enjoy:
Competitive Wages
Referral Bonuses
Tuition Reimbursement Program
PayActiv, Get Paid Before Pay Day
Team Building Events
Lots of Employee Appreciation Activities
Friendly Fun Competitions
Milestone Luncheons / Gifts
Mentorship Programs
Paid Time Off
Holiday Pay
Medical * Dental * Vision * Life * STD Insurances
401K retirement plan
Maintain resident medical records in an accurate, complete, organized, accessible, and confidential manner.
Maintain active and discharged resident records in accordance with federal and Florida requirements and facility record-retention policies.
Ensure medical records contain required admission, clinical, physician/provider, nursing, therapy, dietary, social services, and other applicable documentation.
Perform routine and ongoing audits of resident records for completeness, accuracy, signatures, dates, authentication, and required documentation.
Identify incomplete, missing, or deficient documentation and communicate deficiencies to the appropriate department or responsible staff member for timely correction.
File, scan, index, upload, retrieve, and organize clinical documentation within the facility's electronic medical record (EMR/EHR) and/or paper record system.
Maintain accurate admission, discharge, transfer, and medical-record tracking systems.
Assemble and close discharged resident records according to facility policy.
Maintain appropriate control and tracking of records sent to or received from authorized parties.
Process requests for resident medical records and release of information in accordance with HIPAA, Florida law, authorization requirements, subpoenas, court orders, and facility policies.
Verify proper authorization before releasing protected health information.
Maintain confidentiality and security of resident information at all times.
Assist residents, responsible parties, attorneys, insurers, hospitals, physicians, government agencies, and other authorized parties with appropriate medical-record requests.
Maintain logs of requests, disclosures, subpoenas, record releases, and other HIM activities as required.
Assist with Medicare, Medicaid, managed-care, insurance, audit, and other authorized record requests.
Prepare medical records and supporting documentation for AHCA surveys, CMS reviews, audits, legal requests, and other regulatory inspections.
Assist facility leadership with survey preparation and promptly retrieve requested resident records during regulatory surveys.
Monitor medical-record storage areas to ensure records are secure and protected from unauthorized access, loss, damage, or destruction.
Follow facility procedures for retention, archiving, and approved destruction of records.
Maintain familiarity with applicable HIPAA, CMS, AHCA, Florida nursing-home, and facility documentation requirements.
Communicate recurring documentation deficiencies or compliance concerns to the Administrator, Director of Nursing, or other designated leadership.
Participate in Quality Assurance and Performance Improvement (QAPI) activities when requested.
Attend meetings, in-services, compliance training, and other educational programs as required.
Maintain resident confidentiality during and after employment.
Maintain an organized and efficient Central Supply Department.
Monitor inventory levels of nursing, medical, personal-care, PPE, and other assigned supplies.
Establish and maintain appropriate par levels based on facility utilization and resident-care needs.
Order supplies according to approved facility purchasing procedures and budgetary guidelines.
Receive deliveries and verify shipments against purchase orders, packing slips, and invoices.
Inspect incoming supplies for correct quantities, damage, defects, expiration dates, and other discrepancies.
Report shortages, damaged products, incorrect shipments, or other discrepancies and coordinate returns or replacements as necessary.
Stock and distribute supplies to nursing units and other departments according to established schedules and approved requests.
Process departmental supply requisitions accurately and timely.
Conduct routine physical inventory counts and reconcile discrepancies.
Monitor supply usage and identify unusual utilization, excessive consumption, waste, or recurring shortages.
Rotate stock using appropriate first-expiring/first-out practices when applicable.
Routinely monitor expiration dates and remove expired, damaged, recalled, or otherwise unsuitable supplies from available inventory.
Maintain Central Supply rooms, carts, shelves, and storage areas in a clean, sanitary, orderly, and secure condition.
Ensure supplies are stored off the floor and in accordance with infection-control, manufacturer, safety, and facility requirements.
Maintain adequate supplies of PPE and other essential resident-care items.
Assist with maintaining emergency and disaster supply inventories as directed.
Maintain accurate purchasing, receiving, inventory, distribution, and supply records.
Communicate anticipated shortages, backorders, significant price changes, and supply concerns to facility leadership.
Work with approved vendors and purchasing representatives to obtain needed supplies efficiently and cost-effectively.
Assist with identifying opportunities to control supply costs and reduce unnecessary waste without compromising resident care.
Ensure equipment or reusable items assigned to Central Supply are appropriately tracked and routed for cleaning, maintenance, repair, or replacement when applicable.
Maintain Central Supply in a state of continuous survey readiness.
The HIM / Central Supply Coordinator is expected to maintain both assigned functions in a state of continuous readiness for AHCA, CMS, infection-control, quality, and other regulatory reviews.
The employee will:
Cooperate with federal, state, and local regulatory agencies and authorized surveyors.
Provide requested records and documentation promptly and accurately.
Correct identified record or inventory deficiencies within assigned timeframes.
Immediately report suspected privacy breaches, missing records, improper disclosures, significant inventory discrepancies, recalled products, or other compliance concerns to appropriate leadership.
Follow the facility's Compliance and Ethics Program, HIPAA/privacy policies, infection-prevention program, QAPI program, and applicable policies and procedures.
Education:
High school diploma or GED required.
Associate degree or formal education in Health Information Management, Health Information Technology, healthcare administration, business, supply chain, or a related field preferred.
Experience:
Previous medical records/HIM experience in a skilled nursing facility, long-term care facility, hospital, or other healthcare setting preferred.
Previous Central Supply, purchasing, inventory-control, or healthcare supply experience preferred.
Long-term care/SNF experience strongly preferred.
Knowledge and Skills:
Working knowledge of medical terminology and healthcare documentation.
Knowledge of HIPAA privacy and confidentiality requirements.
Familiarity with AHCA, CMS, and skilled nursing facility regulatory requirements.
Ability to audit medical records for completeness and identify documentation deficiencies.
Proficiency with electronic medical record systems.
Proficiency with Microsoft Outlook, Word, Excel, and basic office technology.
Knowledge of inventory-control and supply-management practices.
Strong organizational and recordkeeping skills.
Excellent attention to detail and accuracy.
Ability to prioritize multiple responsibilities and meet deadlines.
Ability to communicate professionally with residents, families, staff, providers, vendors, surveyors, and outside organizations.
Ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
Ability to work independently with appropriate oversight.
Credentials should be designated as preferred unless specifically required by facility policy or another applicable requirement.
The employee must be able to perform the essential functions of the position, with or without reasonable accommodation, including:
Prolonged periods of sitting, standing, walking, and computer use.
Frequent filing, reaching, bending, and handling of records and supplies.
Ability to move throughout the facility and access nursing units and storage areas.
Ability to receive, stock, move, and distribute supplies consistent with facility-established physical requirements.
Ability to communicate effectively verbally and in writing.
Ability to safely use standard office and inventory equipment.
Successful performance includes:
Medical records maintained accurately, securely, and timely.
Documentation deficiencies identified and followed through to resolution.
Resident information released only with appropriate authorization.
Regulatory and survey requests handled accurately and promptly.
Central Supply maintained in a clean, organized, sanitary, and survey-ready condition.
Adequate inventory maintained without unnecessary overstocking.
Expired, damaged, or recalled supplies appropriately controlled.
Supply expenses and utilization monitored responsibly.
Professional and cooperative relationships maintained with all departments.
Resident privacy, dignity, and confidentiality protected at all times.
We are an Equal Opportunity Employer https://www.eeoc.gov/poster
Our facility uses the Florida Background Screening Clearinghouse, 435.12, Florida Statutes. Learn more at https://info.flclearinghouse.com
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