Birchwood Health Care Center - Resident Services Specialist

Birchwood Health Care Center, a Lifespark Skilled Nursing Community, is looking for a dedicated and passionate Resident Services Specialist to join our growing team.

Birchwood Health Care Center is home to seniors requiring TCU (Transitional Care Unit) Care and Long-Term Care. We are in Forest Lake, near North Shore Dr and Forest Lake. We have been helping seniors Age Magnificently since 1979 and are part of Senior Care Communities, a local non-profit supporting seniors.

Schedule: Full-Time, 40 Hours per week.

Wage: $18.00-$22.00/HR, Depending on Experience

The Resident Service Specialist supports the delivery of resident-centered services throughout the admission, stay, and discharge process within the Skilled Nursing Facility. This position coordinates essential administrative, clinical support, and customer service functions to ensure timely communication, accurate documentation, and a positive resident experience. The Specialist works closely with nursing leadership, interdisciplinary teams, families, and external providers to maintain compliance, streamline service coordination, and uphold the organization's commitment to quality care.

Manage new provider inquiries in collaboration with the Director of Nursing.

* Ensure all resident questions, concerns, and service needs are addressed promptly and professionally.

* Receive and process potential resident information via phone, fax, email, or in person.

* Reconcile missing components of resident files through follow-up with hospitals, clinics, and external providers.

* Ensure timely service delivery in alignment with compliance and regulatory standards.

* Communicate resident and service needs to internal departments (maintenance, housekeeping, dietary, etc.).

* Coordinate ancillary services with external providers (podiatry, audiology, vaccination clinics, and similar).

* Assemble, organize, and maintain admission paperwork; prepare new admission charts; clarify provider orders as needed

* Communicate with resident families regarding clinical appointments, transportation, and updates

* Request required clinical documentation, including hospital discharge summaries, H&Ps, and physician progress notes.

* Prepare paperwork and referrals for transfers, outpatient visits, and specialty services.

* Complete daily scanning, maintain organized records, and ensure charts are thinned appropriately.

* Conduct routine audits of resident records (admissions, hospital returns, etc.) to ensure regulatory compliance.

* Transcribe physician orders accurately and ensure all related forms (medications, referrals, treatments) are completed.

* Monitor, update, and transmit physician order information and medication requests to pharmacy.

* Process and update weekly standing order lab reports.

* Maintain accurate medical records related to employee vaccinations and immunizations.

* Maintain resident clinical records in full compliance with state and federal requirements.

* Accept additional assignments related to documentation or record maintenance as delegated.

* Maintain knowledge of facility policies, procedures, Resident Bill of Rights, and the Vulnerable Adult Act.

* Observe strict confidentiality of resident, staff, and facility information at all times

* Communicate clearly, professionally, and adaptively with a wide variety of audiences.

* Actively listen and respond respectfully to residents, families, staff, and providers.

* Serve as a central communication hub for the nursing unit, routing calls, printing orders, and supporting workflow.

* Prepare, scan, and organize resident charts, admission packets, discharge packets, and transfer documentation.

* Coordinate clinical appointments, transportation arrangements, and follow-up needs.

* Update census logs, resident rosters, face sheets, and demographic information in the EMR.

* Demonstrate alignment with Lifespark's values, mission, and service standards.

* Utilize strong interpersonal and leadership skills to positively impact team performance.

* Provide constructive feedback to others in a supportive, motivating manner.

* Maintain a calm, professional presence during stressful or rapidly changing situations.

* Manage personal stressors appropriately and maintain perspective during challenges.

* Prioritize work effectively and avoid reactive "crisis-only" task management

* Engage in professional development, planning, and relationship building.

* Arrive on time for meetings and shifts; return phone calls, emails, and requests promptly.

* Represent the organization positively in the community and report relevant events or concerns.

* Perform all other duties as assigned.