Job Description

Denver North, 2201 Downing St, Denver, Colorado, United States of America Req #764
Tuesday, October 13, 2020

At Vivage, we’rerecognized as a national leader driving high quality service innovation forseniors and value for our investors. "Vivage" means "celebratingaging" inspiring our focus to create innovative and customer-driven modelsfilled with personalized and meaningful living experiences.

We are a senior healthcare, solution driven company which provides right care.. right place..righttime. Our Mission, Vision and Pillars of Commitment have come from ourcollective personal awareness and professional dedication to the importance ofeach person we serve, each employee we work with, and each business partner wehave. At Vivage we bridge today’s healthcare opportunities with innovativestrategies and solutions.


Engaging Culture - Competitive Pay - GrowthOpportunities - Great Benefits - Family Environment - Payactiv

The primary responsibility of your job position is to manage all functions within the Medical Records department including assembling, storing, and safe keeping of resident medical records. The Medical records department must be well organized and functional at all times.  This position requires a working knowledge of federal and state regulations and ability to adhere to company policies and procedures.  You are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.  The position is an unarmed security position.


  • Maintains accurate record of daily and monthly census

  • Completes required audits (i.e. Admission, Discharge, Re-admission, Quarterly audit, Physician visit) 

  • Accurately maintain organized paper and electronic charts for current and discharged residents 

  • Appropriately thin charts in adherence with the company’s thinning schedule

  • Scan documents in PCC in order to move forward with electronic records

  • Responsible for keeping purged files well organized 

  • Maintain appropriate current forms and make available to IDT 

  • Prepare charts for all new admissions with all required forms; obtain hospital discharge summary for those who are admitted and re-admitted from the hospital 

  • Responsible for creating face sheets and inserted into the chart within forty-eight (48) hours of admission

  • Maintain diagnosis list with proper Codes; ensure updates as changes occur

  • Ensure proper diagnosis coding per ICD-10 CM Coding guidelines 

  • Update daily mailing and filing and keep track of medical professionals signatures on orders and other required documents

  • Maintain current credentials for all outside medical professionals providing care to residents 

  • Maintain signature logs for medical and nursing staff

  • Assure medical information is released per HIPAA standards and keep the ROI log current.  Inform NHA and DON of any ROI requests 

  • Educate and provide training to IDT on HIPAA privacy and security regulation

  • Attend monthly QAPI meetings and prepare for them as needed

  • Keep admission and discharge registers current 

  • Close chart per regulations within thirty (30) days of discharge including all required documentation.  Charts will be closed in chronological or reverse chronological order

  • Keep discharge records well organized and secure per HIPAA regulation and destroy them per federal and state regulation 

  • Attend weekly Medicare meetings and prepare for them as required

  • Attend triple check and prepare for it as required 

  • Complete physician certification and recertification for all Medicare and managed care part A services 

  • Assure appropriate Medicare notices are provided timely and within guidelines; maintain working knowledge of required current notices.  In some cases HIM may have to issue these notices

  • Perform data entry of Accident and Incident reports as required 

  • May supervise department employees to include hiring, firing, evaluating, coaching, scheduling, etc. 

  • Works closely with physicians, therapists, consultants, hospital personnel, and nursing staff.  Also with other supervisors and staff within the facility in relation to resident care documentation, as well as with the corporate HIM consultant

  • Performs all other duties as assigned


Relationship Building

Demonstrate friendliness and enthusiasm

Build relationships with all types of people

High energy and upbeat

Ability to foster teamwork

Client oriented


Ability to organize and prioritize 

Detail oriented and follow through

Self-starter and independent worker

Strategic Thinking

Solve problems effectively

Creative in coming up with options and solutions for efficiency


Ability to communicate clearly and effectively


  • Knowledge of medical terminology preferred

  • Familiarity with computer and basic computer skills

  • Use of general office equipment

  • Knowledge of state and federal regulations


  • Must possess, as a minimum, a high school diploma

  • Two (2) years HIM experience preferred

  • Two (2) years supervisory experience preferred


  • How long it usually takes to completely perform this job when the incumbent has the minimum knowledge, skills, ability, work experience and/or education: up to 6 months


  • Majority of time spent in an office environment that is heated and/or air-conditioned

  • Position requires some exposure to facilities, which involves exposure to healthcare environment

  • Works in all areas of the building

  • Moves intermittently during working hours

  • Is subject to frequent interruptions

  • Communicates with personnel, facility staff, and other department supervisors

  • Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances

  • Is subject to hostile and emotionally upset personnel, visitors, etc

  • Works beyond normal duty hours, on weekends and holidays as necessary

  • Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.)

  • Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as reactions from dust, disinfectants, tobacco smoke, and other air contaminants


  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus 

  • Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people within the facility

  • Must be able to make independent decisions when circumstances warrant such action

  • Must be able to concentrate and use reasoning skills and good judgment

  • May be necessary to assist in the evacuation of residents during emergency situations

  • Must be able to sit, stand, bend, lift, push, pull, stoop, walk, use hands to finger, handle or feel objects, tools, or controls; reach, climb stairs, talk and hear.  Will move intermittently during working hours

  • Must be able to occasionally lift 30 lbs. floor to waist


  • Classification: non-exempt

We are an Equal Opportunity Employer, Gender/Minority/Veterans/Disabled.

Other details

  • Pay Type Hourly
  • Employment Indicator Regular
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