DEPARTMENT OF VETERANS' SERVICES

Salary: $16.20- $17.00/Hour (DOE) 

Grade: 14

Closing Date: October 2, 2024

Are you experienced in Medical Records Management and looking for a job that gives back to others? Then look no further, the Arizona State Veterans' Home in Phoenix, Arizona is looking for you!

The Medical Records Specialist is responsible for maintaining medical records, both electronic and paper, that are in compliance with State, Federal, and VA regulations and facility policies and procedures. As a Medical Records Specialist, you will conduct a variety of audits to ensure records are complete and accurately documented, readily accessible, systematically organized, and maintained in a confidential manner. In this role, you will assign ICD10 diagnostic codes in the electronic system for reimbursement purposes and respond to requests for medical records, schedule Veteran/Member (Resident) appointments, and arrange transportation as well as escort to appointments.

As an employee with the State of Arizona, you will actively participate in the Arizona Management System (AMS), creating standard work, participating in problem solving, and attending huddle and AMS meetings as well as adhering to all safety procedures and participating in safety committee meetings as assigned, and perform education in-services within scope of security awareness and HIPAA compliance.

As a Medical Records specialist you will:

• 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
• Ensure that all signed documentation upon discharge are scanned and uploaded into the electronic medical record, completing all discharge tasks
• Respond to requests for medical records, maintaining compliance with state and federal HIPAA laws 
• Conduct quarterly/annual audits of observations, events, orders, preventative health and care plans
• Provide updates by Physicians in EMR and updating face sheet as necessary
• Initiate Lab and X-ray requisitions based on orders
• Initiate requests and track professional consultation orders by gathering required documents, faxes, emails, and communicating with clinicians to obtain specialty appointments
• Preform bi-annual in-service training on HIPAA for all staff meetings

Knowledge of:

• Medical Terminology
• Medical office practices
• Medical records maintenance, security paper, and electronic ICD10 coding and indexing
• HIPAA rules and regulations
• Record retention and disposal

Skills in:

• Verbal and written communication skills
• Auditing medical records
• Analyzing data
• Problem solving
• Data Entry

Ability to:

• Transcribe doctor's orders
• Prioritize multiple tasks
• Maintain confidentiality
• Learn and implement the concepts and tools of the Arizona Management System (SMS)

• Medical records experience in a skilled long term care facility

• Must be able to obtain and retain a fingerprint clearance card issued by the Arizona Department of Public Safety
• Current Negative TB skin test (Mantoux skin test) within the last twelve months or a written statement from a physician, physician's assistant or a registered nurse practitioner indicating freedom from Tuberculosis, if in the past has had a positive skin test or Tuberculosis
  

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
• Referral Incentives available for qualifying positions
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Positions 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 psharp@azdvs.gov or (602) 781-7032 for assistance.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.