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MEDICAL RECORDS SUPERVISOR

  • 511720
  • FLAGSTAFF
  • DEPT OF VETERAN SERVICES
  • Full-time

DEPT OF VETERAN SERVICES

For Veterans and those who care for them.

MEDICAL RECORDS SUPERVISOR

Job Location:

Address: 2100 N. Gemini Rd., Flagstaff, AZ 86004 

Posting Details:

Salary: $22.20 - $24.32 (DOE) 

Grade: 19

Closing Date: 

Job Summary:

This is an advance job posting for the Arizona State Veteran Home – Flagstaff. First review of applications will be conducted after 1 November 2022.

The ideal candidate is responsible for the operation of the medical records program of the Arizona State Veteran Home - Flagstaff. Works cooperatively with others to ensure that the facility is meeting federal, state and VA regulatory requirements. Plays a key role in ensuring that medical records are complete, accurately documented, readily accessible, systematically organized and maintained in a confidential manner. Supervises Medical Records Technicians. Learns, implements and monitors Arizona Management System (AMS) methods. Utilizes AMS concepts and tools for problem solving and continuous work/process improvements and efficiencies.

Job Duties:
  • Conducts a variety of complex and routine audits.
  • Monitors medical records for completeness and accuracy on a continuing basis.
  • Tracks all audits for follow up and reports to Department Heads/Administrator.
  • Conducts a variety of audits to satisfy federal and/or state mandates and as requested by ASVH Administration. Verifies Medicare 5 day assessment dates, MDS completion and documentation.
  • Audits Medicare Certification periods.
  • Verifies order of diagnosis listing in chart.
  • Audits for long term care physician visits; verifies physician visitation in accordance with regulation.
  • Analyzes data for quality assurance, risk management utilization management, etc. Provides information as needed by decision makers.
  • Compiles medical care, diagnosis and census data for statistical reports.
  • Supplies statistical information as needed by other ASVH departments.
  • Serves as facility's statistician and official repository for statistical reports.
  • Codes diseases, diagnoses, and treatments using standardized coding systems as approved by AMRA for long-term care facilities.
  • Ensures that the medical treatment records are provided to and obtained from other facilities to ensure continuity of care for residents.
  • Functions as the Custodian of Records for the ASVH - Flagstaff.
  • Verifies that all releases of information take place in accordance with applicable laws, policies and procedures.
  • Processes all subpoenas.
  • Interprets rules and regulations in maintenance of medical records and monitoring the accuracy of other department documentation.
  • Develops and implements policies and procedures to meet regulatory and service requirements.
  • Attends and participates in various meetings.
  • Serves as member of various regulatory required committees at the discretion of the Administrator.
  • Conducts staff meetings.
  • Participates in special projects as assigned.
  • Performs the work of a Medical Records Tech as required.
  • Assures that all Physicians credentialing files are complete.
  • Monitors for ongoing compliance, works with Physicians and Procurement to acquire needed documentation such as but not limited to Medical License, Certification of Insurance, Active DEA number, OIG eligibility, TB Clearance, Current Contract, HIPAA Agreement, Application, Reference Letters, Peer Review, Acceptance Letter, Agreement not to Boycott Israel and Approval Letter.
  • Supervises subordinate staff to ensure the goals and objectives of the work unit are met. Plans, organizes, assigns and reviews the work of staff.
  • Creates work schedules.
  • Trains staff. Reviews, evaluates and manages staff job performance through monthly 1:1 coaching sessions and annual performance appraisals.
  • Addresses staff problems.
  • Actively involved in AMS processes such as Huddle Boards, Problem Solving, Job Breakdown Sheets, Success Tracking, and Standardized Work.
  • Participates fully in the QAPI process, our Quality Assurance and Performance Improvement program mandate by CMS which incorporates AMS.
Knowledge, Skills & Abilities (KSAs):

Knowledge of:

  • Rules, regulations, policies, procedures of section and work unit
  • Veterans Administration, CMS and State regulatory standards
  • Standard medical records practices, procedures and techniques
  • Standard office management and procedures
  • Medical and legal terminology
  • Current ICD coding and indexing
  • Medicare/AHCCCS and other insurance
  • HIPAA rules and regulations
  • Record retention and disposal
  • OS system
  • Personnel Rules

Skills in:

  • Interpersonal skills
  • Verbal and written communication skills
  • Basic computer skills
  • Time management skills
  • Problem solving skills
  • Analytical skills
  • Supervisory skills
  • Auditing medical records
  • Interpreting multiple federal and state regulations and ensuring compliance

Ability to:

  • Simultaneously manage multiple projects and adapt to changing priorities
  • Work cooperatively with professional and nonprofessional staff
  • Train technical and clerical staff
  • Speak and write clearly and effectively
  • Compile statistics and prepare comprehensive reports
Selective Preference(s):
  • Previous medical records experience in a long term care facility.
  • Previous supervisory experience.
Pre-Employment Requirements:
  • Requires the ability to obtain and retain a valid AZ DPS Fingerprint Clearance Card
  • May be required to drive in the course of State business, requires possession of an issued driver's license.
  • 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)
  • Current Negative Tb skin test (Mantoux skin test) within the last 6 months or a written statement from a physician, physician’s assistant or a registered nurse practitioner indicating freedom from tuberculosis, if in the past has had a positive skin test or tuberculosis
Benefits:

The Arizona Department of Administration offers a comprehensive benefits package to include:


• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Referral Incentives available for qualifying positions
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement:
  • Positions in this classification participate in the Arizona State Retirement System (ASRS)
  • Please note, enrollment eligibility will become effective after 27 weeks of employment
Contact Us:
  • If you have any questions please feel free to contact Human Resources at recruiting@azdvs.gov and 602.781.7032 for assistance.

ARIZONA MANAGEMENT SYSTEM (AMS)

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.