Position: Administrative Assistant/Scheduler/Medical Records

Hours: 8:30am - 4:30pm

Days: Monday - Friday, 1st shift

Position Summary
The Administrative Assistant, Scheduler, and Medical Records Specialist at Moneta Springs Memory Care provides administrative support to ensure efficient operations across reception, clinical staff scheduling, and medical records management. This role maintains a welcoming environment for residents, families, visitors and staff while ensuring accurate and confidential handling of medical documentation in accordance with facility policies and regulatory standards and ensuring the clinical staffing needs of the building are met on a daily basis.

Reception / Front Desk Responsibilities
- Serve as the primary point of contact for visitors, residents, Harbor participants, family members and staff, creating a warm and professional environment.
- Answer and route incoming calls promptly and accurately.
- Monitor visitor access and ensure compliance with safety and sign-in protocols.
- Handle incoming/outgoing mail and deliveries.
- Maintain cleanliness and organization of the reception area.
- Provide general administrative support including filing, scanning, copying, and data entry.
- Assist with special events as necessary

Scheduling Responsibilities
- Create monthly clinical staff schedules for both households.
- Maintain up-to-date scheduling information in approved systems or software.
- Communicate promptly with staff regarding open shifts, schedule changes, and staffing needs.
- Assist with coverage for call-outs and time-off requests.
- Collaborate with supervisors to assess staffing gaps and provide scheduling solutions.
- Schedule volunteers for devotions and ensure Life Enrichment and Harbor staff receive an updated schedule monthly.
- Assist with scheduling outside service providers and staff to help if necessary.

Medical Records Responsibilities
- Send out daily census with current resident information.
- Maintain accurate electronic and paper medical records following HIPAA and facility guidelines.
- Process physician orders, assessments, care plans, and other clinical documentation in a timely manner.
- Respond to authorized requests for records from residents, families, and healthcare partners.
- Audit charts for completeness, accuracy, and timely filing.
- Support clinical staff with document retrieval and organization.
-Update resident photos in PointClickCare annually.

Required Skills & Qualifications
- High school diploma or equivalent required; healthcare administrative experience preferred.
- Strong customer service and communication skills.
- Proficiency in Microsoft Office and electronic health record systems.
- Ability to multitask, prioritize work, and maintain attention to detail.
- Understanding of HIPAA and confidentiality requirements.