DEPT OF HEALTH SERVICES

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 Lead

Job Location:

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

Posting Details:

Salary: $44,000 

Grade: 17  

Job Summary:

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.

Job Duties:

-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, Skills & Abilities (KSAs):

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 i