Medical Records & HR Coordinator - Trenton

A skilled nursing and rehabilitation facility in Trenton, FL is hiring a Medical Records & HR Coordinator. This is a hands-on, on-site role that sits at the center of the building: medical records, day-to-day HR support, accounts payable routing, front desk coverage, and training into resident trust once you are ready.

If you are organized, discreet with confidential information, and comfortable juggling several streams of work in a long-term care setting, we would like to hear from you.

About the Role

You will keep clinical and personnel records accurate and compliant, support hiring and payroll workflows, keep AP moving on time, and be the main point of contact for phones and visitors. The role reports to facility leadership and works closely with nursing, therapy, and the regional business office. Specific duties may shift with facility needs.

Key Responsibilities

HR & Payroll Support

• Process time clock corrections (TCCs), PTO and vacation requests, and other payroll-related items
• Enter and track daily worked hours in a shared Google Sheet
• Run new hire onboarding and in-person orientation, including applications, background screens, drug screens, and AHCA / MQA checks
• Maintain the personnel roster and license / fingerprint records
• Hand out W-2s and distribute payday checks with employee signatures
• Build and distribute daily department schedules (maintenance, housekeeping, dietary, nursing)
• Schedule PCA / CNA classes
• Prepare quality assurance reporting on new hires, turnover, terminations, and the employee roster
• Cover reception and main phone lines for the building

Medical Records

• Break down and file charts for discharged residents (on-site or off-site storage)
• Handle medical records requests (no RAC audit requests)
• Maintain current resident records, thin charts, and keep charts neat and ordered
• Support physician orders, therapy documentation, and hospice record sign-offs
• Upload podiatry and psych notes into PointClickCare (PCC)
• Complete new-admission uploads in PCC (PASRR, 3008, physical, discharge summary)
• Support audits of active records for completeness and accuracy
• Maintain confidentiality and follow facility, state, and federal record guidelines

Accounts Payable

• Match invoices to purchase orders, route for administrator signatures, and scan to the regional AP office
• Keep AP turnaround timely
• Relay invoice issues or kickbacks between the facility and the AP office

Resident Trust (after training)

• Once leadership is confident you are ready, train into managing resident trust funds

General

• Participate in required in-services and selected continuing education
• Represent the facility professionally with residents, families, staff, and outside partners

Schedule & Start

• Full-time, on site in Trenton, FL
• Replacement needed by December 22, so an earlier start is preferred

This is a high-trust role that keeps the building running smoothly for residents and staff. If you take pride in accurate records, clean processes, and being the person people can rely on, apply today.

Qualifications

Required

• High school diploma or equivalent
• Strong organization and follow-through; able to prioritize without constant supervision
• Clear written and verbal communication
• Comfort handling confidential health and personnel information (HIPAA awareness)
• Working knowledge of Microsoft Office and Google Sheets
• Ability to work on site in a skilled nursing environment and respond calmly under busy or stressful conditions

Preferred

• Prior experience in a healthcare or long-term care / skilled nursing setting
• Medical records, health information, or HR / business office experience
• Familiarity with PointClickCare (PCC) or a similar EHR
• Experience with Florida AHCA / MQA or similar background and licensing workflows