Medical Records Specialist

DEPT OF VETERANS SERVICES For Veterans and those who care for them. Medical Records Specialist Department of Veterans' Services - Phoenix 4141 North Silvestre Herrera Way Phoenix, Arizona 85012 Posting Details: Salary: $16.20 - $17.05 Hourly (DOE) Grade: 14 Closing Date: September 29, 2026 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 important position is responsible for maintaining medical records, both electronic and paper, that are in compliance with state, federal and VA regulations and facility policies and procedures for the Arizona Department of Veterans Services – Phoenix location. 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: Within 24 hours of admission, ensure that resident’s face sheet is complete and accurately reflecting PHI contacts, independent travel privileges, motorized wheelchair use, alerts and escort communications. Research hospital or transfer paperwork as necessary and add missing information to the face sheet electronic record, including but not limited to diagnosis (ICD10) codes, allergies, code status, Living Wills and Power of Attorney, contact information such as physician, hospice, pharmacy, radiology, 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. Within 72 hours of admission, audit electronic records to ensure all observations are completed, consents forms are signed; medication reconciliation is complete; initial care plans are complete; orders are complete with the diagnosis, correct route, etc.; all psychotropic medications have behaviors with monitors and side effects orders; psychotropic medications have signed and dated consents for each with classification of each; AIMS is completed; additional ICD 10 diagnosis codes are added to medications as needed. Add Pre-Hospital Medical Care Directive data to face sheet after assuring order for code status matches signed directive. Audit records for each admission and return at 7, 14, & 21 days to assure each interdisciplinary department has completed all observations with accuracy and closed them. Audit records at 21 days to ensure completion of full MDS & completion of all necessary care plans; audit records on an ongoing basis to ensure progress notes from clinic; consults visits are received in a timely manner; ensure accurate order entry including category and compliance with regulations, policies and procedures. Check for event and observation accuracy and completion. Notify appropriate members of inter-disciplinary team regarding incomplete documentation and unverified or unsigned orders; collect documentation from unit box to fax/scan into the EMR and assign to individual resident Electronic Medical Record, including but not limited to labs, x-rays, consult notes, consents, hospital transfer records, etc. Audit Medicare Certification/Re-certification for timeliness and completeness. Provide appointment reminders to residents within 3-7 business days prior to appointments For all discharges, assure all signed documentation upon discharge are scanned and uploaded into Electronic Medial Record; complete all discharge tasks. Respond to requests for medical records, maintaining compliance with state and federal HIPAA laws; ensure all requests are complete and accurate prior to the release of documents; print all documents required. If subpoena for records is received, contact the State of Arizona Office of Attorney General for their review and direction prior to release; fax/mail to requesting party per policy and HIPAA regulations. 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 & nursing orders for accuracy of category, flow sheet & correct diagnosis, monitors and consents, resident weight and height. Updates physician visits in EMR; update face sheet as necessary. Schedule resident appointments, diagnostic testing, laboratory testing, dialysis, etc., schedule transportation to/from appointment both outside and to VAMC; contact insurance providers for authorization for appointments and transport. Initiate lab and x-ray requisitions based on orders and insurance requirements. Initiate requests and tracking process of consultation orders by gathering required documents, faxing, emailing and communicating with clinicians to obtain specialty appointments. Maintain unit calendars with laboratory scheduled, clinic appointments including dialysis and transportation arrangements. Run facility activity report daily to capture consult requests, labs and radiology orders. Fill out requisitions for consults, labs and radiology requests as needed. Attend and participate in a variety of meetings and in-service training. Learn, implement and monitor AMS methods; actively participate in AMS by attending Huddle board meetings and utilizing AMS concepts and tools for problem solving, work/process improvements and creating standard of work. Perform bi-annual in-service training on HIPAA for all staff meetings. Knowledge, Skills & Abilities (KSAs): Knowledge of: Health Care Medical Terminology Regulatory standards Medical office practices Medical records maintenance and 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 communications Customer services Audit a medical record Analytical data Problem solving Attention to detail Data Entry Ability to: Transcribe doctors’ orders Prioritize multiple tasks Maintain confidentiality Handle multi-line phone Set up and maintain files Coordinate and schedule meetings Use of office equipment Learn and implement the concepts and tools of the Arizona Management System (AMS) Maintain and protect confidentiality Selective Preference(s): Medical records experience in a skilled long term care facility Pre-Employment Requirements: 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). Required to drive on state business; must possess a current/valid Arizona driver’s license. Must be able 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 in the past has had a positive skin test or tuberculosis. Benefits: 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 program here. 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 us at View email address on click.appcast.io for assistance. The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Advertised: 22 Sep 2026 US Mountain Standard Time Applications close: 29 Sep 2026 US Mountain Standard Time #J-18808-Ljbffr Arizona Department of Administration