DEPARTMENT OF VETERANS' SERVICES

For Veterans and those who care for them.

MEDICAL RECORDS SPECIALIST

Job Location:

Arizona State Veterans Home - Phoenix
4141 North South Herrera Way
Phoenix, Arizona 85012

Posting Details:

Salary: $16.20- $17.05 hourly (DOE) 

Grade: 14

Closing Date: September 26, 2025

Job Summary:

Would you like to be part of an amazing team that helps veterans thrive? At the Arizona Department of Veterans' Services (ADVS), we are committed to serving and honoring veterans, service members, and their families by ensuring that they receive the highest quality services so that they can thrive for a lifetime!

We are looking for an outstanding Medical Records Specialist.  This position is responsible for maintaining medical records, both electronic and paper, that are in compliance with state, federal, and Veteran's Administration (VA) regulations and facility policies and procedures.

Your rewards:
• Incomparable Benefits: Our program provides the opportunity to receive a pension and healthcare benefits for a lifetime!
• Meaningful Work: Your dedication will directly enhance the lives of veterans and their family members, providing them with the care and respect that they deserve.
• Professional Growth: You will have the opportunity to engage in continuous learning and improvement through the Arizona Management System (AMS).

Your contribution:
• Outstanding Service: Provide the best assistance to veterans to improve their quality of life
• Continuous Improvement: Participate in facility meetings, training sessions, and the implementation of the Arizona Management System (AMS) to achieve continuous improvement and efficiency
• Team Collaboration: Work with other professionals to improve your knowledge, skills, and abilities

Job Duties:

• Ensure that resident's face sheet are complete and accurately reflecting Patient Health Information, contacts, independent travel privilege's, motorized wheelchair use, alerts and escort communications
• Research hospital or transfer paperwork as necessary & add missing information to the face sheet electronic record, including but not limited to diagnosis (ICD10) codes, allergies, code status, Living Will & Power or Attorney, contact information such as physician, hospice, pharmacy, radiology and laboratory provider
• Ensure that Pre-Admission Screening and Resident Review (PASRR) is included with transfer paperwork (May transcribe orders from hospital/transferring facility into electronic record for verification by nursing staff)
• Audit electronic records to ensure all observations are completed, consents are signed, medication reconciliation is complete, initial care plans are complete, and orders are complete with diagnosis
• Audit records for each admission and return at 7,14, 21 days to assure each interdisciplinary department has completed all observations with accuracy and then proceeding with closing them
• Audit records at 21 days to ensure completion of full MDS and completion of all necessary care plans, audit records on an ongoing basis to ensure progress notes from clinic consult visits are received in a timely manner and to ensure accurate order entry including category and compliance with regulations, policies and procedures
• Check for event and observation accuracy and completion
• Provide appointment reminders to residents 3-7 business days prior to an appointment
• Ensure all signed documentation upon discharge are scanned and uploaded into the electronic medical record and completing all discharge tasks
• Respond to request for medical records, maintaining compliance with state and federal HIPAA laws
• If a subpoena for records is received, contact Office of Attorney General for their review and direction prior to release of information
• Conduct quarterly/Annual audits of observations, events, orders, preventative health and care plans
• Conduct a variety of ongoing audits including but not limited to lab and radiology orders/reports, physician and nursing orders checking for accuracy of category, flow sheet and correct diagnosis, monitors and consents, and resident height and weight
• Provide updates by Physicians in EMR then updating face sheet as necessary
  Initiate Lab and X-ray requisitions