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  • 512988
  • Full-time


The Arizona Department of Health Services promotes and protects the health of Arizona’s children and adults. Our mission is to promote, protect, and improve the health and wellness of individuals and communities in Arizona. We strive to set the standard for personal and community health through direct care, science, public policy, and leadership. ADHS promotes alternative work schedules, flexible hours. We have positions that can fit any stage in your career, from entry to senior level. We offer a robust benefit package, including the ADHS Student Loan Assistance Program, where eligible employees can receive up to $437.50 per month for their outstanding student loans. Come check us out and see how you can make a difference in the lives of all Arizonans.

Medical Records Specialist

Arizona State Hospital

Job Location:

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

Posting Details:

Salary: $17.3138

Grade: 14


Job Summary:

This position maintains and monitors medical records to ensure accuracy and timeliness of documentation from admission to discharge, and reports on compliance with requirements of regulatory agencies, accrediting agencies, and hospital policies and procedures. It responds to requests for medical record information from outside review organizations while maintaining the confidentiality of patient information. It facilitates the completion of medical records by communicating with various clinical staff, including physicians, nurses, social workers, psychologists, nutrition services and rehabilitation therapists. It assists in the development, maintenance and monitoring of the performance improvement indicators for complete and accurate medical records by utilizing the chart audit tool. The Medical Record Specialist ensures that all forms on the units are current and available and assists in the integrity of the medical record, i.e. all information filed in the chart belongs to the same patient. This position is responsible for the demonstrated knowledge of HIPAA privacy regulations as evidenced by appropriate handling of PHI, promoting confidentiality and using discretion
when handling patient information. The Medical Record Specialist redacts PHI from documents (i.e. incident reports) prior to distribution outside of the Hospital. It enters patient information into the EHR by scanning paper documents or importing electronic files according to departmental guidelines. Accuracy is essential for scanning and indexing the paper documentation into the EHR. It examines patient records to ensure that both sides of the document have been scanned and pages oriented correctly.

Job Duties:

-Maintains inpatient and discharged patient health records to ensure accuracy, completeness and timeliness in compliance with regulatory agencies such as the Joint Commission, CMS, and files discharged charts into the terminal digit filing system.
-Completes chart audits of patient records, from admission, throughout hospitalization and upon discharge, according to departmental guidelines. Medical Records charts may consist of both paper and electronic documentation. Charts are audited for completeness and timeliness of documentation, to ensure compliance with regulatory standards.
-Retrieves documents from the patient units for scanning into the EHR. Examines documents to ensure that patient identification is on both sides of the document. Scans or imports documents into the EHR and examines them to ensure that both sides have been scanned and are oriented correctly. Assists with training of staff in the new EHR.
-Maintains patient health records according to hospital guidelines. Creates and maintains addendum folders according to prescribed format.
-Assists in the verification process of discharge data by auditing discharged patient records for accuracy and completeness of information reported to the Joint Commission.
-Responds to requests for information from outside review organizations. Redacts PHI from documents prior to distribution.
-Completes the Master Patient Index search accurately to determine prior admission history. Pulls previous admission record and brings it to the unit for clinical staff review.
-Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge, Skills & Abilities (KSAs):

Knowledge of:
- Medical terminology and anatomy.
- Accepted methods and techniques in maintenance of medical records.
- Laws, rules, and regulations regarding medical records.
- Medical record documentation standards as established by the Joint Commission, CMS
standards, and state licensing regulations.
- Hospital rules and regulations relating to documentation requirements in the health
- HIPAA requirements for protected health information.
- Personal computer software (i.e. Word, Excel, Google Workspace) as well as an
electronic health record system.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill In:
- Interpersonal skills to interact with a variety of professional and para-professional staff,
the patients, and the public.
- Oral and written communication.
- Detail-oriented.
- Skills in filing complex medical information and documents.
- Audit skills to determine the completeness and accuracy of medical record
- Computer skills in a variety of software packages applicable to medical records
- Time management skills.

Ability to:
- Maintain confidentiality.
- Accurately and efficiently file and scan or import documents.
- Concentrate for long periods of time.
- Use a variety of office equipment, i.e. fax, scanner, copier, computer, printer.
- This position is required to perform work at/attend meetings at alternate locations and/or
travel when necessary.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal
opportunity at all levels of public employment, and creates an inclusive work
environment that enables all individuals to perform to their fullest potential free from

Selective Preference(s):

Preference will be given to candidates with two years of medical records experience.

Pre-Employment Requirements:

-Driver's License.
-State hospital employee must possess a valid level one fingerprint clearance card issued pursuant to A.RS. 41-1758.07 or must apply for a level one clearance fingerprint clearance card within seven working days after beginning employment.
-NOTE: If position is required to drive on state business, the position will require the possession of and ability to drive.

“This position is subject to the vaccination requirements outlined in CMS Interim Final Rule - Medicare and Medicaid Programs; Omnibus COVID-19 Health Care Staff Vaccination (published November 5, 2021) (86 FR 61555).”


The State of Arizona provides an excellent comprehensive benefits package including:
− Affordable medical and dental insurance plans
− Paid vacation and sick time
− 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

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.

Contact Us:

Arizona State Government is an EOE/ADA 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.


All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.