DEPT OF HEALTH SERVICES

Address: 501 N. 24th Street Phoenix, AZ 85008

Salary: $44,000 

Grade: 17  

Role serves as a subject matter expert and resource for other medical records staff, offering guidance, training, and technical support to ensure consistency, accuracy, and compliance across the department. Responsibilities include processing and maintaining electronic and paper medical records, ensuring adherence to hospital policies and HIPAA regulations, and assisting with audits, data requests, and quality improvement initiatives. The Lead Specialist collaborates closely with clinical teams, with unit leadership to facilitate timely access to medical information and support overall patient care operations.

-Maintain and Process Medical Records Accurately-review, file, retrieve, and maintain both electronic and paper medical records in compliance with hospital policy and federal/state regulations (including HIPAA).

-Provide Peer Support and Guidance Serve as a resource to other medical records staff by sharing expertise, assisting with complex issues, and ensuring consistency in workflows and documentation practices.

-Ensure Data Integrity and Quality Audit records for completeness, accuracy, and compliance with documentation standards; follow up with appropriate Supervisor and other departments as directed.

-Support Chart Completion Processes Track and assist chart completion; assist in resolving deficiencies to ensure timely finalization of records.

-Collaborate with Clinical and Administrative Staff-work closely with nursing, physicians, and compliance departments to resolve medical record discrepancies and support patient care, under the direction of the Supervisor or Director and with appropriate approvals.

-Assist with new staff training and provide on boarding support Informally orient and train new or less experienced staff in policies, procedures, and system navigation as needed. .

-Identify opportunities for process improvement recommend changes to improve efficiency, reduce errors, or enhance the quality and accessibility of medical records.

-Utilize Electronic Health Record (EHR) Systems Proficiently navigate and enter data into the hospital’s EHR system ensuring accurate documentation and record maintenance.

-Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:
-Health Information Management (HIM): Strong understanding of medical records systems, HIPAA regulations, and healthcare documentation standards.
-Medical Terminology: In-depth knowledge of medical terms, anatomy, physiology, and disease processes.
-Regulatory Compliance: Basic familiarity with laws and standards such as HIPAA, The Joint Commission, CMS, and state-specific health record regulations.
-Electronic Health Records (EHR): Proficiency with common EHR platforms (e.g. Netsmart-myAvatar) and knowledge of best practices for electronic data management.
-Quality Assurance: Knowledge of quality control standards and practices in medical record documentation and release of information.

Skill in:
-Leadership & Supervision: Ability to lead, mentor, and provide support to peers.
-Attention to Detail: High level of accuracy when reviewing medical records, auditing, or verifying patient data.
-Technical Proficiency: Skilled in using health information systems, document scanning tools, and office software.
-Communication Skills: Strong written and verbal communication for coordinating with peers, supervisors, and other department personnel.
-Problem-Solving: Able to troubleshoot documentation issues, resolve discrepancies, and handle sensitive record access requests appropriately.
-Time Management: Ability to prioritize tasks, manage deadlines, and coordinate workflow as requested in the department.

Ability to:
-Analyze and Interpret Data: Ability to review and evaluate medical records for completeness, accuracy, and compliance.
-Ensure Confidentiality: Maintain strict adherence to hospital policy, privacy laws and licensing requirements in handling patient records.
-Implement Policy and Procedure: Ability to help adhere and enforce medical records procedures in accordance with changing regulations and organizational needs.
-Train and Develop Staff: Ability to deliver training on records management, compliance, and system usage to peers and support.
-Adapt to Change: Comfortable with evolving technology and regulatory environments, and able to guide teams through transitions.
-Collaborate Across Departments: Work effectively with outside departments on assigned tasks.

Associate’s degree in Health Information Management, Health Sciences, or a related field preferred, Experience working with electronic health record (EHR) systems (e.g. myAvatar) strongly preferred. Minimum 2 years working in Health Records Department/Medical Records.

High school diploma or GED required, Minimum of 3 years of experience in medical records, health information management, or a related hospital-based setting. Thorough understanding of HIPAA regulations and the hospital’s policies for protecting patient privacy and securing health information.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
− 10 paid holidays per year
− Wellness program and plans
− Life insurance
− Short/long-term disability insurance
− Defined retirement plan
− Award winning Infant at Work program
− Credit union membership
− Transit subsidy
− ADHS Student Assistance Pilot Program

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will make a contribution to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27 week wait period for contributions to begin.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 542-1085. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. DHS is an Equal Employment Opportunity Employer. All newly hired employees will be subject to E-Verify Employment Eligibility Verification.