Medical Records Specialist Lead

Arizona Department of Administration•Phoenix, AZ

9d•Onsite

About The Position

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.

Requirements

Knowledge of Health Information Management (HIM): Strong understanding of medical records systems, HIPAA regulations, and healthcare documentation standards.
Knowledge of Medical Terminology: In-depth knowledge of medical terms, anatomy, physiology, and disease processes.
Knowledge of Regulatory Compliance: Basic familiarity with laws and standards such as HIPAA, The Joint Commission, CMS, and state-specific health record regulations.
Knowledge of Electronic Health Records (EHR): Proficiency with common EHR platforms (e.g. Netsmart-myAvatar) and knowledge of best practices for electronic data management.
Knowledge of 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.
Skill in Attention to Detail: High level of accuracy when reviewing medical records, auditing, or verifying patient data.
Skill in Technical Proficiency: Skilled in using health information systems, document scanning tools, and office software.
Skill in Communication Skills: Strong written and verbal communication for coordinating with peers, supervisors, and other department personnel.
Skill in Problem-Solving: Able to troubleshoot documentation issues, resolve discrepancies, and handle sensitive record access requests appropriately.
Skill in Time Management: Ability to prioritize tasks, manage deadlines, and coordinate workflow as requested in the department.
Ability to Analyze and Interpret Data: Ability to review and evaluate medical records for completeness, accuracy, and compliance.
Ability to Ensure Confidentiality: Maintain strict adherence to hospital policy, privacy laws and licensing requirements in handling patient records.
Ability to Implement Policy and Procedure: Ability to help adhere and enforce medical records procedures in accordance with changing regulations and organizational needs.
Ability to Train and Develop Staff: Ability to deliver training on records management, compliance, and system usage to peers and support.
Ability to Adapt to Change: Comfortable with evolving technology and regulatory environments, and able to guide teams through transitions.
Ability to Collaborate Across Departments: Work effectively with outside departments on assigned tasks.
High school diploma or GED required
Minimum of 3 years of experience in medical records, health information management, or a related hospital-based setting.
Thorough understanding of HIPAA regulations and the hospital’s policies for protecting patient privacy and securing health information.

Nice To Haves

Associate’s degree in Health Information Management, Health Sciences, or a related field preferred
Experience working with electronic health record (EHR) systems (e.g. myAvatar) strongly preferred.
Minimum 2 years working in Health Records Department/Medical Records.

Responsibilities

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%)

Benefits

Affordable medical and dental insurance plans
Paid vacation and sick time
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
10 paid holidays per year
Wellness program and plans
Life insurance
Short/long-term disability insurance
Defined retirement plan
Award winning Infant at Work program
Credit union membership
Transit subsidy
ADHS Student Assistance Pilot Program