MEDICAL RECORDS SPECIALIST

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 based on orders as well as insurance requirements * Initiate request and track professional consultation orders by gathering required documents. faxes, emails, and communicating with clinicians to obtain specialty appointments * Learn, implement, and monitor AMS methods and actively participate in AMS by attending huddle board meetings and utilizing AMS concepts and tools for problem solving, work/process improvements, and creating standard work flows * Perform bi-annual in-service training on HIPAA for staff meetings

Knowledge, Skills & Abilities (KSAs)

Knowledge of

• Medical Terminology
• Regulatory standards
• Medical office practices
• Medical records maintenance, security paper, and electronic ICD10 coding and indexing
• HIPAA rules and regulations
• Security rules and regulations
• Record retention and disposal
  
  

Skills in

• Verbal and written communication skills
• Auditing a medical record
• Analytical data
• Problem solving
• Data Entry
  
  

Ability to

• Transcribe doctors' orders
• Prioritize multiple tasks
• Maintain confidentiality
• Learn and implement the concepts and tools of the Arizona Management System (SMS)
  
  

Selective Preference(s)

Medical records experience in a skilled nursing or long-term care facility

Pre-Employment Requirements

• Ability to obtain and retain a fingerprint clearance card issued by the Arizona Department of Public Safety
• Current Negative TB skin test (Mantoux skin test) within the last twelve months or a written statement from a physician, physician's assistant or a registered nurse practitioner indicating freedom from Tuberculosis, if the past has had a positive skin test or Tuberculosis
  
  

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).

Benefits

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

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
  
  

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

Retirement

Position 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 Paul Sharp at recruiting@azdvs.gov or (602) 781-7032 for assistance.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.