Heather Bolen
Avilla,IN
Summary
Results-driven director with expertise in HIPAA compliance, quality control, and data analysis. Proven ability to enhance record accuracy and integrity through effective staff training and communication. Dynamic medical records director skilled in regulatory adherence and team collaboration. Successfully implemented quality control measures and streamlined documentation processes, leading to improved compliance and operational efficiency. Accomplished director with a focus on quality control and effective communication. Experienced in staff training and data analysis, driving improvements in patient record management and compliance adherence.
Overview
3
3
years of professional experience
Work History
Director of Medical Records/Transport/Supply/QMA/
Auburn village
Auburn, IN
03.2023 - Current
- Managed patient records and ensured compliance with privacy regulations.
- Supervised the training of staff on documentation procedures and policies.
- Organized and maintained electronic medical record systems for efficient access.
- Implemented quality control measures to enhance record accuracy and integrity.
- Coordinated with healthcare providers to streamline data entry processes.
- Reviewed and updated records to reflect changes in patient information promptly.
- Developed guidelines for proper handling of sensitive medical information.
- Assisted in audits to ensure adherence to regulatory standards and protocols.
- Coordinated with physicians and other healthcare providers to ensure timely completion of medical records documentation.
- Performed quality assurance reviews on completed medical records prior to filing them away.
- Resolved conflicts between physicians regarding discrepancies in patient care documents.
- Managed the release of protected health information in response to subpoenas or court orders.
- Maintained a secure environment for storing sensitive patient information by implementing appropriate security measures such as encryption and firewalls.
- Provided guidance on HIPAA regulations related to patient privacy and confidentiality of health information.
- Developed policies and procedures for the maintenance, storage, retrieval, archiving, and destruction of medical records.
- Analyzed data collected from various sources such as surveys and focus groups to identify areas where improvements could be made in regards to managing medical records.
- Created reports summarizing various aspects of medical records operations such as turnaround times, compliance rates.
- Reviewed requests from outside agencies for access to confidential patient information and determined whether they met legal requirements.
- Assessed the need for new software applications or tools to improve efficiency in managing medical records.
- Collaborated with clinical staff members to develop strategies for improving the accuracy and timeliness of documentation within the electronic health record system.
- Implemented new technologies such as voice recognition software or natural language processing algorithms into existing workflows related to document creation.
- Investigated complaints from patients about errors or omissions in their medical records.
- Monitored trends in medical coding practices and implemented changes as needed.
- Conducted regular audits of medical records to ensure accuracy and completeness.
- Ensured that all personnel involved in creating or maintaining medical records were properly trained according to established protocols.
- Participated in meetings with department heads and other stakeholders regarding proposed changes to existing policies concerning the management of patient information.
- Supervised staff responsible for entering data into electronic health record systems.
- Maintained record of authorized information taken from charts.
- Collected, checked and filed resident charts and personnel records.
- Reviewed discharges and other records on nursing units for compliance with procedures.
- Established and upheld procedures for medical records collection, coding and filing.
- Managed well-organized system of closed and open medical records with ready availability to interdisciplinary personnel.
- Facilitated ongoing record review and reported results to quality improvement committee.
- Enforced state and federal legal requirements governing confidentiality and legal issues pertaining to health information.
- Returned incomplete records and charts to appropriate personnel for correction.
- Supported medical staff research and administrative planning by maintaining current data collection systems.
- Administered staffing schedules for maximum utilization of material and human resources.
- Communicated with patients with compassion while keeping medical information private.
- Explained policies, procedures and services to patients.
- Collaborated with multi-disciplinary staff to improve overall patient care and response times.
- Built work schedules and staff assignments, taking workload, space and equipment availability into consideration.
- Maintained records management system to process personnel information and produce reports.
- Recruited, hired and trained new medical and facility staff.
- Maintained communication and transparency with governing boards, department heads and medical staff.
- Directed, supervised and evaluated medical, clerical or maintenance personnel.
- Established solid relations with leadership and staff by attending board meetings and coordinating interdepartmental information exchanges.
- Maintained awareness of government regulations, health insurance changes and financing options.
- Assessed need for additional staff, equipment and services based on historical data and seasonal trends.
- Managed changes in integrated health care delivery systems and technological innovations while keeping focus on quality of care.
- Monitored inpatient bed use, facilities and staff to provide optimal use of resources.
- Coordinated work activities and scheduling of medical, nursing and physical plant staff.
- Planned and implemented programs for health care or medical facilities supporting personnel administration and training.
- Kept informed of advances in medicine and computerized diagnostic and treatment equipment.
- Administered fiscal operations for accounting, budget planning, authorizing expenditures and coordinating reporting.
- Updated procedures necessary for compounding, mixing, packaging, and labeling medications.
- Developed and implemented transportation policies for efficiency.
- Collaborated with suppliers to streamline shipping processes.
- Created reports on shipment status, delivery times, cost estimates, and other metrics.
- Coordinated with vendors for timely delivery of goods and services at competitive rates.
- Coordinated appointment schedules for multiple departments to optimize daily operations.
- Managed incoming calls and inquiries to facilitate effective appointment booking.
- Utilized scheduling software to track appointments and update changes promptly.
- Collaborated with team members to streamline scheduling processes for efficiency.
- Provided excellent customer service by addressing client concerns and inquiries effectively.
- Maintained accurate records of appointments and client interactions for reference.
- Ensured timely follow-up communications with clients regarding their appointments.
- Assisted in scheduling, rescheduling, and canceling appointments for patients.
- Performed follow up calls to confirm scheduled appointments.
- Provided clear instructions to patients regarding their upcoming visits.
- Maintained accurate records of patient appointments in computer system.
- Answered incoming calls from potential new patients and existing patient inquiries.
- Reviewed patient medical history documents prior to appointment scheduling.
- Provided assistance with additional tasks as needed or requested by management.
- Worked collaboratively with other team members to meet departmental goals.
- Generated daily reports on the number of booked, canceled, rescheduled appointments.
- Managed a high volume of emails related to appointment scheduling requests.
- Inputted patient data into the electronic health record system.
- Verified insurance information prior to appointment booking.
- Ensured compliance with HIPAA regulations when handling confidential information.
- Assisted physicians and nursing staff by providing administrative support services.
- Adhered to organizational policies and procedures related to appointment scheduling.
- Resolved customer complaints in a professional manner.
- Served as a liaison between patients and healthcare providers for communication purposes.
- Coordinated with other departments within the practice to ensure timely patient care.
- Scheduled and confirmed appointments.
- Followed up on sales leads through outbound calling.
- Provided timely, courteous, and knowledgeable responses to information requests.
- Administered medications accurately to residents in compliance with health regulations.
- Assisted nursing staff with patient care and medication management tasks.
- Monitored residents for side effects and communicated concerns to healthcare providers.
- Maintained accurate medication records and updated patient files regularly.
- Educated residents about their medications and potential side effects effectively.
- Ensured a clean and safe environment in medication administration areas.
- Collaborated with team members to improve medication distribution processes.
- Participated in training sessions to enhance knowledge of pharmacology and safety practices.
- Prepared and distributed medications according to physician's instructions using appropriate techniques and procedures.
- Administered oral medications to patients in accordance with doctor's orders.
- Monitored patient vital signs such as temperature, pulse rate and blood pressure.
- Maintained accurate medication records for each patient.
- Ensured that all controlled substances are appropriately secured at all times according to state regulations.
- Adhered strictly to established policies, procedures and protocols related to medication administration.
- Organized and administered medications on schedules to alleviate symptoms and improve quality of life.
- Communicated effectively with physicians, pharmacists and other healthcare professionals regarding medication administration issues.
- Greeted patients and families with enthusiastic, compassionate attitude to establish long-term professional relationships.
- Maintained medication stock and cleaned patient rooms and equipment.
- Monitored client behaviors and emotional states, reporting concerns to case manager and documenting information in files.
- Observed patients for adverse reactions to medications or treatments.
- Verified the identity of the patient receiving medication prior to administration.
- Performed routine inventory control checks of drugs stored in unit drug boxes or carts.
- Ordered drug supplies from pharmacy as needed for patient care needs.
- Helped clients stay happy and healthy by providing mental and emotional support.
- Observed patient vital signs and medication reactions and reported health concerns or behavioral changes.
- Demonstrated a commitment to customer service by responding promptly and courteously to requests from patients, visitors, physicians and other members of the healthcare team.
- Attended continuing education classes related to medication administration topics.
- Initiated oxygen and administered life-saving drugs in emergency situations.
- Interacted with patients through games and fun activities to boost mood and improve overall memory.
- Provided education on safe medication practices for family members and caregivers of discharged patients.
- Maintained confidentiality of patient information in accordance with HIPAA regulations.
- Assisted patients with activities of daily living such as bathing, dressing and grooming.
- Documented information in patient charts and communicated status updates to interdisciplinary care team.
- Prevented spread of infection by consistent hand washing, universal precautions and special isolation procedures.
- Assisted with transferring residents in and out of wheelchairs and adaptive equipment.
- Monitored residents with self-administered medications and reported deviation from plans of care to licensed or registered nurse.
- Reduced errors by hand-counting controlled medications, accurately measuring liquids and reconstituting antibiotics.
- Leveraged medication expertise to accurately enter medications and supplies into computer system.
- Promoted clean and sanitary environment by maintaining department equipment.
- Collected biological specimens and packaged for laboratory transport to complete diagnostic tests.
- Liaised with nursing staff to prepare and administer prescribed medications to patients.
- Received supply of ordered medications to apportion, mix or assemble drugs for administration to patient.
- Followed protocols for disposing of expired or unused medications safely.
- Prepared and administered oral, topical, and injectable medications as directed by healthcare providers.
- Assisted in updating patient care plans with medication changes and observations.
- Kept medical supply room and patient rooms stocked with necessary supplies, equipment and instruments.
- Answered patient call signals and signal lights to determine patients' needs.
- Assisted nurses with wound care for pressure ulcers, bed sores and surgical site wounds.
- Sourced products from reliable suppliers to meet company needs.
- Analyzed inventory levels to ensure timely procurement of essential items.
- Managed purchase orders and tracked deliveries for accuracy and efficiency.
- Maintained vendor relationships to facilitate smooth communication and transactions.
- Reviewed product specifications to ensure quality standards are met before purchase.
- Prepared purchase orders according to specified requirements.
- Followed up on all open purchase orders with suppliers to ensure timely delivery of items.
- Tracked shipments to ensure delivery on time and in excellent condition.
- Verified receipt of items by comparing items ordered to items received.
- Assisted Accounts Payable team during invoice processing by providing necessary information about purchase orders.
- Developed annual budget plans aligning with organizational goals and objectives.
- Collaborated with department heads to gather input for budget preparation.
- Implemented cost-control measures to optimize resource allocation effectively.
- Presented budget proposals to senior leadership for approval and feedback.
- Reviewed and reconciled monthly budget variances across departments thoroughly.
- Conducted regular performance evaluations for nursing assistants to ensure quality care.
- Addressed staff concerns and resolved conflicts to maintain a positive work environment.
- Monitored the quality of care provided by CNAs to ensure compliance with standards.
- Interacted with patients, families, physicians, nurses, social workers, therapists as needed.
- Reviewed incident reports involving CNAs and took corrective action as needed.
- Evaluated job descriptions for accuracy of duties assigned to each position within the department.
- Collaborated with nursing leadership team to provide feedback on staffing needs and performance issues related to CNA staff.
- Assisted Director of Nursing in developing annual budgeting goals related to staffing costs associated with CNAs.
- Managed disciplinary actions when appropriate according to facility policy.
Education
Medication Aide License
Quality Training
Fort Wayne, IN05-2017
High School Diploma -
East Noble High School
Kendallville, IN03-2004
Skills
- Electronic medical records
- HIPAA compliance
- Staff training
- Purchase order management
- Budget planning
- Compliance management, customer service
- Supplier tracking
- Budget management, inventory logs
- Requests for information and document preparation
- Appointment scheduling
- Communication skills
- Medication preparation and administration
- Patient record management
- Scheduling coordination
- Transportation
- Equipment monitoring
- Shipping and packaging
- Database management and accuracy
Timeline
Director of Medical Records/Transport/Supply/QMA/
Auburn village
03.2023 - Current
Medication Aide License
Quality Training
High School Diploma -
East Noble High School