Medical Records Coordinator

  • 110 Belmont Rd, Madison, WI 53714, USA
  • Full-time

Company Description

Belmont Nursing and Rehabilitation Center has been serving the changing healthcare needs of individuals in the Madison area for more than 30 years. With 90 skilled nursing beds, we offer comprehensive long-term and short-term care options for individuals in need of 24-hour skilled nursing care or rehabilitative care after surgery or other illness. We also offer a unique care option for those with Alzheimer's or other dementia-related conditions. Through all of these programs, we’re committed to a tradition of compassionate care that we call Caring Above and Beyond.

Job Description

Job Description


This position is responsible maintaining records in accordance with facility, state and federal policies and regulations.


  • Oversees resident’s medical records; collects information from nursing staff, physicians and other sources and updates records and closes charts when necessary.
  • Assembles, organizes, enters, maintains and audits information on resident’s chart and automated resident’s clinical record database and reports from database as needed to support information needs of the health care team; and maintains standardized resident cumulative diagnostic records on the nursing unit.
  • Monitors and audits for completeness and accuracy in accordance with facility policy and regulations, and provides information to other departments as requested.
  • Processes transfer or discharge records and maintains appropriate records on former residents
  • Oversees that physician’s orders, lab results and department reports are located in the medical record.
  • Monitors for timely physician visits per state regulations and reports any deviations to the Director of Nursing
  • Notifies appropriate nursing staff of reported resident condition and functional ability changes as needed, and relays information to appropriate departments when changes occur to a resident’s care, location or status.
  • Answers telephones and routine visitor questions; referring messages, requests, and non-routine questions to the proper parties.
  • Completes resident admissions and discharge documents as directed. To include transfer and LOA.
  • Distributes paperwork to unit staff, doctors, outside agencies, or resident’s families to be signed, read, completed, and filed.
  • Under licensed nursing staff direction, orders medical supplies and medications from appropriate vendors and pharmacies and stores materials as appropriately.
  • Under licensed nursing staff direction, relays routine lab and physical results to doctors and makes outside appointments and arranges transportation for residents as needed.
  • Assists in performing qualities and quantitative analysis of medical records content and documentation, including tracking insurance documentation and checking that accurate Prior Authorization/Vendor forms are in charts and admission records are current with billing.
  • Arranges public –aid approved transportation for residents as directed
  • Ability to work other hours as needed or required for resident care.
  • Follow safety guidelines and trainings to prevent work injuries.
  • Attends all mandatory in-services annually
  • Adjusts to changes in shift assignments to meet resident and facility needs.
  • Ability to perform other duties as directed by supervisor.


Language / Communication Skills

  • Ability to read, write, speak, listen and understand the English language.
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Ability to effectively present and communicate information and respond to questions.

Reasoning Ability

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

  • Computer proficiency with software programs and the ability to learn new computer technology and programs.

Mathematical Skills

  • Ability to apply advanced mathematical skills including but not limited to: addition, subtraction, division, multiplication, interest rates, time value, algebra, geometry, etc.


  • Basic knowledge of human behavior and performance; individual differences in ability, personality, and interests; learning and motivation.

Social Perceptiveness

  • Being aware of others' reactions and understanding why they react as they do.
  • Adjusting actions in relation to others' actions


o Associate’s or Bachelor’s degree in a business or healthcare related field is preferred.


o Experience in long-term care preferred.

  • o Supervisory experience preferred.
  • o Experience with Medicare, Medicaid, and other payer sources.
  • o Advanced computer / Point Click Care experience preferred.


  • Flexible work schedule (which may include nights, weekends, holidays, and long hours).
  • On call for the community.

Job Type: Full-time


Additional Information

All your information will be kept confidential according to EEO guidelines.