We are currently interviewing for culture gurus to join our team as a Health Unit Coordinator at our center. WE ARE CERTIFIED AS A BEST PLACE TO WORK– Stop in for a tour and interview to see why!
We’re Villa, and we make people better. It’s our philosophy and way of life. Our goal is to never settle on behalf of our guests, their families, and our staff – in short, our people. We push the boundaries of our industry standards, by striving to better the lives of all people we come across and by always doing more than what is expected. Everything we do is rooted in making people better by always being better ourselves. Of course, we’re focused on quality care and good outcomes. But we’re here to do so much more. Villa’s leadership has a vision of rising above the status quo—of never settling, and of shattering the old image of this industry. We’ve always wanted to be a part of something greater, and we’re making that a reality. Our commitment to our people, our environment and clinical programs will allow us to fulfill our mission of making people better.
Our employees supplement their clinical expertise with passion and a willingness to exceed expectations, every time. Work can be fun when you feel you’re a part of something bigger, and the members of our Villa family illustrate this daily. As a team, we commit to being BETTER: We are committed to positive employee engagement through team work & recognition, resulting in an increase in positive clinical outcomes through communication and respect.
Responsible for medical records through preparation, compilation, analysis, maintenance and filing.
Maintains a well-organized system of closed and open medical records so that records are available to
interdisciplinary personnel as need for resident care and other authorized activities. Assists facility in
upholding the confidentiality of medical records and protecting the resident’s privacy rights. Assigns
ICD-9-CM diagnostic codes to conditions upon admission, during the stay and at discharge. Orders
forms and equipment as needed per facility policy and procedure. Assists nursing in general secretarial
and clerical duties. May notify the laboratory and x-ray that tests are to be done. May make clinic or
physician appointment for residents.
No direct reports.
Assemble the chart following the open chart order and complete the headings on all forms.
Assure chart tabs are readable.
Label chart back and chart holder. Color code according to facility system.
Set up file folders with resident’s name and number for forms thinned from the record.
Complete other admission procedures as instructed such as tickler file cards, resident index
card, department notification, and resident admission register.
Contact transferring facility to obtain missing date if necessary.
Maintenance of Records
Maintain charts at nursing stations in a clean and orderly fashion.
Maintain resident record in proper order per open chart format.
Provide diagnostic and treatment information to third party payers to support reimbursement
Assign diagnostic codes to newly identified resident conditions and diagnoses for
reimbursement, MDS completion and internal purposes.
Evaluate requests for information from medical records to assure releases are made only in
compliance with state and federal laws.
Thin records according to procedure. Assure current and admission information remains on the
chart. File thinned paper according to chart order in the proper file folder. Check all sheets
thinned from the open chart for completeness.
Retain and destroy records per retention policies and procedures in accordance with state and
Retrieve records for use by administrative or interdisciplinary personnel for resident care,
quality improvement, incident tracking and investigation and other authorized purposes.
Head all chart forms with resident name ID number, physician and room number. Insert in chart
Enter telephone orders, laboratory and x-ray reports on a daily basis per facility system.
Process and monitor completion of physician telephone orders to authorize
administration of medication, treatments, therapies, and other services.
Enter vital signs and weights in resident’s charts as requested.
Comply with federal and state laws concerning release of information from medical records.
Copy information as requested form authorized persons. File authorization for release of
information in medical record.
Maintain confidentiality of all information in the medical record.
Maintain forms at the nursing station as needed.
Auditing of Open Charts
Audit charts on an ongoing basis for MDS completion, summaries, weights, vital signs,
physician order signed, etc., using facility audit form. Communicate findings to Unit Nurse
Manager, Director of Nursing Services, and interdisciplinary department managers for followup.
Evaluate medical records on an on-going basis for missing documents, charting or signatures.
Notify appropriate interdisciplinary department for follow-up.
Check monthly flow sheets for completion, i.e., medication administration records, treatment
sheets, vital sign flow sheets, resident care records, restraint and position change sheets, etc.
Obtain completion and place in chart.
Check charts due for physician visits, annual physicals. Notify Nursing and follow-up as
Assemble discharge charts according to closed chart order.
Assure all forms are completed with dates, proper signatures, etc.
Request completion of forms from all departments as needed.
Assign diagnostic codes to final diagnoses at discharge.
Notify outside care providers of deficient records per facility system (phone, call, mail).
File discharge chart
Retrieve records when requested by medical staff or other authorized persons. List records that
have been pulled with date, reason and person. Check returned record for organization and
completeness, and re-file.
Collect and prepare statistical data as requested.
Develop knowledge of and adhere to the state and federal laws regarding the legal aspects of
the medical record.
Answer telephones, take and relay information in a courteous manner.
Communicate with the director of nursing services on a daily basis and as necessary about
progression of work flow.
Handle correspondence as requested.
Order all charting forms monthly per facility policy and procedure.
Attends and participates in in-service training, quality assurance performance improvement
(“QAPI”) committees and other meetings as scheduled and directed.
Treats all residents, visitors, and staff with courtesy.
Works overtime, holiday and weekend hours as scheduled.
Assists in orientation and training of employees as assigned.
Complies with laws and regulations applicable to position and acts in accordance with
Villa Health Services Corporate Compliance Program.
Follows facility dress and hygiene policies.
Knows and follows facility rules.
Demonstrates proper use of equipment. Reports equipment needs or repairs.
Follows facility smoking policies.
Reports and documents any incidents or accidents of residents, staff or visitors to the
appropriate facility personnel.
Uses required protective equipment.
Follows infection control standards, policies and procedures.
Reports all hazardous conditions/equipment to Supervisor.
Knows Resident Rights. Helps the residents/patients exercise and/or protect their rights.
Reports resident/patient complaints to management.
Maintains confidentiality of resident/patient information.
Follows and adheres to Villa’s policies and procedures implementing HIPAA requirements for
the privacy and security of protected health information.
Uses and/or discloses only minimum amount of Protected Health Information necessary to
complete assigned tasks (applies only if position requires access to PHI under Role Based
Reports all suspected violation of company’s HIPAA policies or procedures to Facility Privacy
This job description is not intended to be all inclusive, and the employee will perform other related duties as assigned. This organization reserves the right to revise the essential position functions as the need arises.
Performs other duties as directed by facility management.
Performs other duties as assigned and consistent with the level of preparation and
Education: High school diploma or equivalent.
Experience: Prior experience working in a long-term care facility and knowledge of medical terminology
Primary activities involve walking and talking. Involves sitting and standing.
Travel: Up to 10%
Working conditions: Primarily inside with well- lighted and well-ventilated areas.
If this is you and you are interested in learning more. Please apply today as we are eagerly waiting to speak with you!