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Medical records coordinators keep our community running smoothly

Behind every patient, there is a pile of records that need to be procured, stored and organized to ensure critical information is accurate and accessible any time it’s needed.

And behind that is a medical records coordinator like Julie Cole. Since 2004, she has helped manage the records of Clay Center Presbyterian Manor residents.

“Information isn’t useful unless it can be found when needed,” Julie said. “Things have changed a lot through the years with the advent of electronic medical records, but organization is important whether it’s paper or electronic.”

In her role, Julie makes sure that every document is in hand — and in the proper place.

“I request records from primary care providers, consulting physicians and hospitals to keep residents’ records current,” Julie said. “All those records have to be attached to the electronic medical records. I also schedule primary care provider visits in the community. I complete consent forms for Medicare Part A and B services with the residents and their representatives from admission and throughout a resident’s stay.”

Tracking and caring for the voluminous information can be challenging, but it’s an important part of the quality, resident-centered care that drives the mission of PMMA.

“Having accurate information available helps residents receive the best care possible,” Julie said. “I am part of a great team at Presbyterian Manor at Clay Center. Everything that we do here requires team effort. None of us works in a vacuum. All of the staff members work to make the residents feel that they are part of a community.”

Aside from the challenge and importance of her work, Julie said she also loves the opportunity to visit with residents.

“I have always enjoyed spending time with the residents,” Julie said. “So many of them have great stories to share, you just have to ask the right questions.”

When she’s not tracking down and sorting patient records, Julie enjoys time with her family, including two granddaughters who live in Clay Center and are involved in dance, baton and tumbling.

“We try to attend as many of their events as we can,” Julie said.

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