Resident Services / Records Coordinator

Department: Administration

Employment Type: Full Time

Location: Waynesburg, PA

Description

Make an Impact Where It Matters Most at WeCare Centers!

We are seeking a highly organized and driven Resident Services / Records Coordinator to join our dedicated team at WeCare Centers -Rolling Meadows Care Center, in Waynesburg, PA, where compassion meets excellence in long-term care. This pivotal role requires a confident professional with a deep understanding of medical terminology, health information management systems, and the importance of accurate documentation in driving high-quality resident care.

As the central point of coordination for resident records, admissions, and care documentation, you will work closely with clinical and administrative teams to ensure all records are complete, timely, and compliant. You’ll also collaborate with healthcare providers and regulatory bodies, acting as a key player in supporting safe, effective, person-centered care.

Reporting directly to the Licensed Nursing Home Administrator (LNHA) and keeping the VP of Quality and VP of Clinical informed on critical documentation and compliance issues, this role is ideal for someone who brings both operational expertise and a passion for improving systems that directly affect resident outcomes.

Join us and lead with purpose—where every detail you manage helps shape a better day for our residents.

Key Responsibilities

Ensure paper and electronic medical records of the entire medical record is complete during resident stay and at time of admissions and permanent discharge with upholding all HIPPA regulations.
Maintain accurate and compliant resident medical records (paper and electronic)
Scan and upload documents
Compiles statistical data and audits as assigned
Retrieve data, type correspondence and produce reports as assigned
Maintains, retains and archives files in accordance with Company’s policy and State and Federal regulations.
Tracks and communicates with all providers for record completion for H&P, 30-day reviews, and DC summaries
Tracks and communicates with all providers 30-day order reviews and pending order signatures
Retrieves data type correspondents and produces reports
Maintains and retains archive files in accordance with company policy and state and federal regulations
Explain and completes Admission Agreements to residents/families and upload to PCC. Once complete add the following info to custom identification: photo consent, arbitration agreement, dental consent, admission agreement complete.
Ensure completion of 401’s (in admission agreement) *For OBRA review also place 401 signature page in a designated folder
Ensure room readiness prior to admission where there is no Concierge
Provide welcome packet / welcome bag to residents/families
Act as point of contact for family inquiries during the admission window
Send emails to the UR team for any admissions arrival/DC with date/time.
Other tasks as assigned

Skills, Knowledge and Expertise

High school diploma or GED.
Prior experience in medical records, admission clerk, or healthcare administrative role preferred.
Experience in a skilled nursing facility or long-term care setting is highly desirable.
Strong verbal and written communication skills.
Excellent organizational and time management abilities.
Ability to multitask and prioritize in a fast-paced environment.
Proficiency in Microsoft Office Suite and basic electronic health record (EHR) systems preferred.

Additional Requirements:

Must possess a warm, welcoming demeanor and demonstrate professionalism at all times.
Must be able to maintain confidentiality and handle sensitive resident information appropriately.
Ability to work collaboratively with nursing, social work, and administrative departments.
Reliable attendance and punctuality are essential.

Benefits

Health Insurance
Dental Insurance
Vision Insurance
Voluntary Benefits
Same Day Pay
EAP
401k

We reward hard working and caring professionals with competitive pay, benefits, and growth opportunities!