Summer Programs Medical Records Coordinator

Department: Hotchkiss School Health Center

FLSA: Non-Exempt/Hourly

Job Status: Per diem, temporary staff

Reports to: Summer Programs Supervising Nurse

Schedule: February 01, 2027 – July 13, 2027

2-4 hours a week; work can be remote or on-campus.

(Note: Must attend registration days on June 27th and July 11th).

Designation: Staff, non-benefit eligible

Travel: Rare

Compensation: Hourly pay, $41/hour

Summer Portals at Hotchkiss School includes a wide variety of academic and recreational offerings to rising 6th through 9th grade students, many of whom are experiencing a residential learning experience for the first time. Students come to Summer Portals from diverse nationalities and cultures, seeking academic enrichment and exploration.

Position Summary:

The Medical Records Coordinator oversees the collection of all health forms and vaccines for incoming Summer Portals students. The Medical Records Coordinator will liaise with Summer Portals in the distribution of medical forms, will collect the forms, and evaluate them to ensure completeness. The Medical Records Coordinator will stay in close communication with Summer Portals and the Supervising Registered Nurse regarding missing health forms and vaccinations.

Duties and Responsibilities:

• Coordinate the collection of all student health information forms. Review all student health information ensuring all components of entrance requirements are complete in lead to program dates.
• Be the direct point of contact with parents through email and phone calls to collect missing health forms and vaccines in a timely fashion.
• Facilitate anticipatory planning with portal parents and administrators; correspond with parents to individually identify students’ medical needs and health conditions documented within the health forms provided, preparing for students’ program participation.
  Prepare medical charts for each Summer Portals Student to include the printed health forms and vaccines.
• Communicate with the Summer Programs Coordinator and the Business Office about student health insurance needs.
• Participate in Portals Registration on June 27, 2027, and July 11, 2027, to engage with students and parents about health records and the acquisition of new vaccination documentation. This is particularly important, as some students may receive vaccines in the United States that are not available in their home countries.

Skills and Experience Required:

• Valid, current license as a Registered Nurse license in the State of Connecticut.
• Possess a high level of personal and professional integrity.
• Possess the ability to effectively communicate with strong interpersonal skills.
• Possess the ability to maintain proper record keeping and care plan management using computer software.
• Possess knowledge of current health issues and nursing assessment skills as they relate to adolescent children, both physical and emotional.
• Must be able to exercise excellent judgment, maintain confidentiality and possess strong organizational skills

Physical Conditions to Perform Essential Functions:

• Bending, stooping, reaching, lifting, standing, carrying.
• Regular contact with school administrators, teachers, counselors, and other medical professionals.
• Work with students who may have infectious diseases, including but not limited to COVID-19.
• Duties are generally performed in the School Health Center and remotely.

Additional Information:

Compensation & How We Determine Your Pay

Pay: $41.00/hour

Offerings for Non-benefit Eligible (Seasonal): CT Paid Sick Leave accrued based on hours worked, ability to contribute to the 403(b) Plan through Universal Availability.

Community Life: Work alongside engaged colleagues, share complimentary meals together in the dining hall during your shift, and take advantage of our athletic facilities, golf course, lakefront, trails, Fairfield Farm and vibrant calendar of arts and athletic events.

*The summary above provides an overview of the benefits and perks available at Hotchkiss. Specific health, retirement, and professional development programs are subject to eligibility criteria, waiting periods, application and approval processes and program limits. Full terms are defined in official plan documents and posted policies.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal-opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.