Medical Records Supervisor

Job DetailsJob Location: Hospice of Baton Rouge - Main Office - Baton Rouge, LA 70809Position Summary The Hospice of Baton Rouge is seeking a detail-orientated and skilled Full-Time Medical Records Supervisor to oversee the daily operations of the Medical Records Department, ensuring the accurate, timely, and compliant management of patient health information in accordance with regulatory and organizational requirements. This role will collaborate with clinical and operational leaders to improve and standardize medical records processes, supporting efficient workflows, regulatory compliance, and high-quality patient care.   Essential Duties and Responsibilities Oversee all day-to-day medical records activities to ensure patient records are complete, accurate, organized, and compliant with Medicare Hospice Conditions of Participation (CoPs), state regulations, accreditation standards, and organizational policies Monitor the timely receipt, review, and filing of hospice documentation, including signed physician certifications, recertifications, election statements, plans of care, visit notes, and discharge records. Collaborate with clinical teams to identify and resolve incomplete, missing, inconsistent, or delinquent documentation that may impact billing, audits, or regulatory compliance. Oversee record completion processes to ensure physician orders, certifications, verbal orders, and face-to-face encounter documentation are obtained and filed within required timeframes. Create and distribute a monthly report to the clinical team outlining Patient Recertifications within the upcoming month.  Review report weekly for any changes as needed. Oversee preparation for all Interdisciplinary Group (IDG) meetings by coordinating the completion of required documentation, developing agendas and team sign-in sheets, monitoring chart readiness, identifying documentation deficiencies, and ensuring records are available to support timely patient review and plan of care discussions. Monitor record accuracy and completeness related to Hospice admissions, transfers, revocations, and discharges. Work closely with hospice physicians to ensure the timely completion, review, and signature of certifications, recertifications, physician orders, and other required medical record documents in accordance with regulatory and organizational requirements. Coordinate responses to medical record requests from auditors, regulatory agencies, payers, physicians, legal entities, and patients while ensuring compliance with HIPAA and organizational policies. Develop and maintain department workflows that promote documentation accuracy, reduce deficiencies, and improve operational efficiency. Utilize electronic medical record (EMR) reporting tools to monitor documentation completion signature compliance, chart deficiencies, and departmental performance metrics. Develop, implement, and oversee the Nursing Home Chart Audit program.  Occasional local travel to nursing homes, assisted living facilities, and other care settings may be required to conduct chart audits, provide staff support, participate in process improvement initiatives, and ensure compliance with documentation standards. Assign, prioritize, and monitor staff workloads to ensure timely completion of tasks. Serve as a subject matter expert for electronic medical record (EMR) systems related to Medical Records functions. Conduct regular, meaningful meetings with Medical Records team members to discuss performance, workload, professional development, engagement, and departmental goals. Foster a positive, collaborative, and accountable team environment. Performs any additional duties requested by supervisor and/or Chief Executive Officer. QualificationsEducation High school/ GED diploma/college experience preferred Experience Experience with medical records system in home care or hospice preferred Working knowledge in computers, particularly Microsoft Word/Windows Demonstrated knowledge of medical terminology. Demonstrated ability to perform detailed work in a timely manner with accuracy and     thoroughness Demonstrated ability to respond well to supervision and to work independently when appropriate Demonstrated excellence with communication skills and ability to work cooperatively with people Must exhibit secretarial as well as written and verbal communication skills Knowledge, Skills, and Abilities Knowledge in hospice care preferred Ability to work as a team member Must have good communication skills and techniques with facilities, patients, families, office staff, and physicians.   Drug-Free Workplace The Hospice of Baton Rouge is committed to maintaining a safe, healthy, and drug-free workplace. As a condition of employment, all final candidates must successfully complete a pre-employment drug screening in accordance with organizational policy. Because of the safety-sensitive nature of the care we provide, applicants who test positive for marijuana, including medical marijuana prescribed under state law, are not eligible for employment.