Records Specialist Jobs

About The Position

Requirements

• High school diploma or GED, or at least three years of relevant experience.
• Experience working with confidential records, administrative documentation, or information-management processes.
• Working knowledge of HIPAA privacy and security requirements applicable to protected health information.
• Arizona Level I Fingerprint Clearance Card, or ability to obtain within 5 days of start date.
• Must be at least 18 years of age.
• Must be authorized to work in the United States.
• Must be able to pass pre- and continued employment screenings successfully.
• Knowledge of HIPAA privacy and security principles, confidentiality requirements, and appropriate handling of protected health information.
• Knowledge of medical record, release-of-information, document-indexing, and record-retention workflows.
• Ability to review documents carefully for patient identity, completeness, accuracy, and appropriate placement in the medical record.
• Proficiency with electronic health record systems, secure email and fax workflows, Microsoft 365 applications, and routine tracking spreadsheets.
• Ability to organize a high volume of requests, prioritize time-sensitive work, and meet established turnaround expectations.
• Ability to recognize requests or disclosures that fall outside routine procedures and escalate them appropriately rather than independently interpreting legal or compliance requirements.
• Strong attention to detail and ability to maintain accurate logs, reports, correspondence, and documentation.
• Ability to communicate professionally and effectively with patients, staff, healthcare organizations, and other authorized requestors.
• Ability to work independently while collaborating effectively with multidisciplinary and administrative teams.
• Ability to handle sensitive information with discretion and maintain confidentiality at all times.
• Ability to provide culturally responsive and trauma-informed service.

Nice To Haves

• Postsecondary coursework or certificate in health information management, medical records, healthcare administration, or a related field.
• Experience with medical records, release of information, health information management, or electronic health record systems in a healthcare setting.
• Health information management, privacy, or release-of-information certification, if applicable.

Responsibilities

• Reviews, organizes, scans, indexes, uploads, and maintains medical record documents in the electronic health record (EHR) and approved document-management systems.
• Ensures documents are associated with the correct patient, encounter, provider, document type, and date before finalizing or filing records.
• Identifies incomplete, duplicate, misfiled, or inaccurate records and follows established workflows to correct or escalate discrepancies.
• Maintains HIM logs, spreadsheets, queues, electronic files, and other tracking tools used to monitor record requests and department workload.
• Processes incoming records received through approved channels, including secure email, fax, electronic exchange, mail, and EHR work queues.
• Processes requests for release of information (ROI) from patients, healthcare providers, payers, government entities, attorneys, and other authorized requestors in accordance with established authorization, confidentiality, and disclosure procedures.
• Verifies that required authorizations and supporting documentation are complete before releasing information and escalates complex, unusual, or legally sensitive requests to the appropriate leader or Privacy/Compliance resource.
• Applies established minimum-necessary, identity-verification, and secure-transmission practices when accessing, using, or disclosing PHI.
• Documents disclosures and maintains required ROI records and tracking information.
• Supports internal record reviews, record-accuracy activities, audits, and other quality or compliance reviews as assigned.
• Responds to authorized requests from Valle del Sol staff for assistance locating, retrieving, or appropriately routing medical record documentation.
• Identifies recurring documentation or record-management issues and communicates trends to department leadership.
• Participates in the review and improvement of health-information workflows, procedures, forms, and practices within the scope of the role.
• Maintains accurate and timely documentation in accordance with organizational and regulatory requirements.
• Maintains the confidentiality and security of patient, employee, and organizational information in accordance with HIPAA and Valle del Sol policies.
• Promotes a safe environment for patients, staff, and visitors by following safety policies, infection control practices, and quality standards.
• Performs duties in accordance with Valle del Sol policies, procedures, ethical standards, and applicable regulatory requirements.
• Supports Valle del Sol’s mission and commitment to culturally responsive and trauma-informed services.
• Performs other duties as assigned.

Benefits

• 401(k)
• 401(k) matching
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Paid Life Insurance
• Paid Disability Insurance
• Paid time off
• Employee assistance program
• Employee discount
• Professional development assistance
• Referral program
• Particpation in the NHSC Loan Repayment Program for qualifying positions!