MEDICAL RECORDS / Purchasing Coordinator

• Protects the security of medical records to ensure that confidentiality is maintained.
• Reviews records for completeness, accuracy and compliance with regulations.
• Compiles and maintains patients' medical records to document treatment, physician
orders, nursing notes, etc.
• Enters data, such as demographic characteristics, history and extent of disease,
diagnostic procedures and treatment into computer.
• Plans, develops, maintains, and operates a variety of health record indexes and storage
and retrieval systems to collect, classify, store and analyze information.
• Identifies and compiles patient data using standard classification systems.
• Resolves/clarifies codes and diagnoses with conflicting, missing, or unclear information
by consulting with the nursing facility staff or others to get additional information
• Purges records as per policy
• Orders & receives office supplies and medical forms, journals, books, etc.
• Participates in staff meetings and new employee orientation and training programs.
• Performs maintenance functions for the department computer system.
• Assists in maintaining and fostering customer relationships.

• Collaborate with Home Office to ensure the highest quality product for the lowest price
through various purchasing arrangements and processes.
• Accountable for purchasing all medical supply related products using appropriate
purchasing systems.
• Communicates and coordinates with colleagues in the affiliate and across the
organization as it relates to supply management and needs.
• Provides support to other departments (AP, Reimbursement, Accounting, Dietary,
Environmental Services) as needed regarding accruals, accounting treatment, and other
administrative processes.
• Executes negotiated contracts and other purchasing arrangements with vendors that are
beneficial to the organization.
• Ensures purchase orders are properly prepared, signed, submitted and check invoices,
purchase orders, packing slips, etc. with incoming orders.
• Assures all procurement policies and procedures are followed.
• Maintains the storage and rotation of supplies in accordance with local processes,
organizational policies and manufacturer directions.
• Distributes and coordinates the distribution of medical supplies and PPE to ensure staff
have what they need to provide high quality and safe care. This will require
collaboration with affiliate administration and nursing leadership.
• Maintains inventory in accordance with par levels, adapting par levels as needed.
• Reports at least weekly to leadership the current inventory against required par levels for
critical medical supplies and PPE.
• Collaborates with affiliate leadership and BHCS Home Office to review allocations and
resolve inventory issues as it relates to critical medical supplies and PPE.
• Collaborate with environmental services and infection prevention as it relates to
necessary processes for dis-infecting and re-distributing re-useable PPE.
• Maintain a Burn Rate Calculator for high risk, critical supplies and PPE. Report burn rate
to administration and nursing leadership weekly so appropriate allocations and usage
can be evaluated and shortages can be forecasted and prevented.