RECORDS MANAGEMENT SPECIALIST

Arizona Department of Administration•Phoenix, AZ

2d•$42,000 - $45,000•Onsite

About The Position

The Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated Records Management Specialist. The position supports authorized use of protected health information (PHI) by ensuring member health, behavioral health, academic, and other information is available in a timely manner and accurately indexed and maintained in the electronic record in accordance with DDD policies and procedures. The role works with the ECR team and coordinates with internal teams, clinicians, contractors, and external stakeholders to support appeals and ECRs. DDD provides services and supports to individuals with developmental disabilities and their families. The position is located at 4000 North Central Avenue, Phoenix, Arizona 85012. The salary range is $42,000–$45,000, and the posting closes October 23, 2026.

Requirements

Knowledge of medical terminology related to Division ECR requirements.
Knowledge of different types of medical documents.
Knowledge of AHCCCS and Division policies and applicable ASRS and AAC.
Knowledge of HIPAA rules and regulations.
Knowledge of electronic filing systems such as FOCUS and OnBase.
Strong communication skills with peers and clinicians.
Organizational skills and record-keeping and electronic-file maintenance skills.
Proficiency with computers and Google and Microsoft documents and spreadsheets.
Customer service skills with internal and external stakeholders.
Ability to organize complex medical records in a timely and efficient manner.
Ability to manage multiple ECR team members’ schedules and assignments and assign cases to the appropriate clinician based on appeal or ECR type.
Ability to prioritize tasks by urgency and time sensitivity and meet timelines and due dates.
Ability to compile clear, concise meeting minutes that capture action items for internal staff and external stakeholders.
Ability to work independently.
Applicants must not be licensed or certified by the DDD Office of Licensing Certification and Regulation; have a principal interest in, or a spouse or close family member with a principal interest in, a DDD Qualified Vendor Agreement; or be employed or subcontracted by a DDD Qualified Vendor.
Newly hired State employees must successfully complete E-Verify.

Nice To Haves

A minimum of two years of experience in medical records.

Responsibilities

Organize member physical and behavioral health, therapy, academic, and other PHI for the ECR team; securely create and transmit records internally and externally; gather records from sources including OnBase, FOCUS, Google, and other drives; and maintain HIPAA compliance.
Coordinate with OAR and AGO regarding clinicians’ availability for hearings; print and organize witness and exhibit lists into hearing binders; and ensure the ECR team member receives the binder before witness preparation.
Review member demographic information, eligibility status, qualifying diagnosis, and files for completeness, relevance, accuracy, and compliance; monitor incoming appeals, ECRs, and documents daily; and timely identify, prepare, scan, and transfer files and PHI.
Prepare for internal and external stakeholder meetings by sending reminders, creating calendar appointments, preparing and distributing agendas, recording minutes, and communicating assigned action items.
Coordinate timely assignment of appeals and ECRs to appropriate clinicians with OAR and other units; communicate with internal team members and contractors through appropriate channels, emails, and portals; identify the required clinician type; and assist with clinician training coordination.
Track and trend ECR team metrics, including barriers, completion times, case status, and consistency of decision-making; remind team members about deadlines; and notify the ECR Supervisor of concerns about timeliness or deadlines.

Benefits

Affordable medical, dental, life, and short-term disability insurance plans.
Participation in the Arizona State Retirement System (ASRS) and long-term disability plans.
10 paid holidays per year.
Paid vacation and sick time.
Paid parental leave of up to 12 weeks per year for a newborn or newly placed foster or adopted child.
Deferred compensation plan.
Wellness plans.
Tuition reimbursement.
Stipend opportunities.
Infant at Work Program.
Rideshare and public transit subsidy.
Career advancement and employee development opportunities.