MEDICAL RECORDS SPECIALIST

DEPARTMENT OF VETERANS SERVICES

For Veterans and those who care for them.

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

Salary: $16.20- $17.00/hourly (DOE)

Grade: 14

Closing Date: February 4, 2025

• 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; 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 proceeded 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
• Assure all signed documentation upon discharge are scanned and uploaded into the electronic medical record; 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 finally 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; actively participate in AMS by attending huddle board meetings & utilizing AMS concepts and tools for problem solving, work/process improvements, and creating standard work
• Preform bi-annual in-service training on HIPAA for all staff meetings.

Knowledge of:

• Health care
• 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
• Customer service skills
• Auditing a medical record
• Analytical data
• Problem solving
• Data Entry

Ability to:

• Transcribe doctors' orders
• Prioritize multiple tasks
• Maintain confidentiality
• Handle multi-line phone
• Use of office equipment
• Learn and implement the concepts and tools of the Arizona Management System (SMS)

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

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).

The Arizona Department of Veterans' Services 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

Position in this classification participate in the Arizona State Retirement System (ASRS). Please note, enrollment eligibility will become effective after 27 weeks of employment.

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.