Records Management Specialist

Arizona Department of Administration•Phoenix, AZ

18h•Onsite

About The Position

The Arizona Department of Economic Security (DES), Division of Developmental Disabilities (DDD), is seeking a Records Management Specialist to support authorized use of protected health information (PHI). The role ensures member health, behavioral health, academic, and other records are available in a timely manner and accurately indexed and maintained in the electronic record in accordance with DDD policies and procedures. DDD provides individuals with developmental disabilities and their families flexible, high-quality, member-driven services and supports. The position organizes and securely transmits records for the ECR team, monitors appeals and ECR documentation, coordinates case assignments and clinician availability, and supports meetings, hearings, training, deadlines, and team metrics. Applicants cannot 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.

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 skills in record keeping and electronic file maintenance.
Efficiency with computers and software, including 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.
Ability to assign cases to the correct ECR clinician based on appeal or ECR type.
Ability to prioritize tasks by priority and time sensitivity and meet timelines and due dates.
Ability to prepare clear, concise meeting minutes that capture action items for internal staff and external stakeholders.
Ability to work independently.
Newly hired State employees must successfully complete E-Verify.
If driving or using a vehicle is an essential job function, employees must meet the stated driver's license, driving-record, training, and insurance requirements.

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 to conduct appeals and ECRs.
Create and securely transmit records internally and externally; gather records from sources including OnBase, FOCUS, Google, and other drives.
Maintain HIPAA requirements.
Coordinate with OAR and AGO regarding individual clinicians’ availability for hearings.
Print and organize witness and exhibit lists provided by the AGO into hearing binders, and ensure the ECR team member receives the binder before witness preparation.
Review basic member demographic information, including current eligibility status and DDD qualifying diagnosis.
Review files for completeness, relevance to the appeal or ECR, accuracy, and compliance with requirements.
Monitor incoming appeals, ECRs, and documents daily and handle records promptly.
Identify, prepare, scan, and transfer files and PHI appropriately and on time.
Prepare for meetings and capture action items for ECR team members in internal and external stakeholder meetings.
Send meeting reminders, create calendar appointments, prepare and send agendas, capture meeting minutes, and ensure team members know their assigned action items.
Coordinate with OAR and other units to assign appeals and ECRs to the appropriate clinician in a timely manner.
Communicate with internal team members and contractors through appropriate channels, emails, and portals, including identifying the clinician type needed for an appeal or ECR.
Assist with coordinating clinician training.
Track and trend ECR team metrics, including identification of barriers, completion times, case status, and consistency of decision-making.
Remind ECR team members of upcoming deadlines and notify the ECR Supervisor of concerns about meeting timelines and 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.