RECORDS MANAGEMENT SPECIALIST

Would you like to be part of an amazing team that helps Arizonans thrive? At the Department of Economic Security (DES), we strengthen individuals, families, and communities for a better quality of life. DES is looking for individuals that are committed to service, community, and teamwork. To learn more about DES please visit des.az.gov; or click on the link here to view ‘Our DES’ video. Come join the DES Team!

The Department of Economic Security, Division of Developmental Disabilities (DDD), is seeking an experienced and highly motivated individual to join our team as a Records Management Specialist. The Medical Records Coordinator provides support to authorized uses of protected health information (PHI) by ensuring member health, behavioral health, academic and other information is available in a timely manner and is accurately indexed and maintained in the electronic record in accordance with DDD policies and procedures.

DDD provides individuals with developmental disabilities, and their families, services and supports that are flexible, high quality, and member driven. These services provide individuals with opportunities to exercise their rights and responsibilities of independent decision-making and engagement in the community. Under direct supervision, the Habilitation Supervisor 1 is responsible for supervising and leading the Caregivers that they support, by example. In addition to assisting members with their, daily needs and Individualized Support Plans (ISP).

Applicants for this position cannot be licensed or certified by the DDD Office of Licensing Certification and Regulation, cannot have a principal interest in or have a spouse or close family with principal interest in a DDD Qualified Vendor Agreement, and cannot be employed or subcontracted by a DDD Qualified Vendor.

Essential Duties and Responsibilities include but are not limited to:

• Organize member physical and behavioral health, therapies, academic and other PHI for the ECR team to perform appeals and ECRs. Create and transmit records internally and externally securely. Gather records from multiple sources including OnBase, FOCUS, Google and other drives. Maintain HIPAA.
• Coordinate with OAR and AGO regarding individual clinician's availability for hearings. Print and organize witness and exhibit lists provided by the AGO into hearing binders. Ensure the ECR team member has received the hearing binder prior to witness preparation.
• Review basic member demographic information, including current eligibility status and DDD qualifying diagnosis. Review files for completeness, relevancy to appeal or ECR, accuracy, and compliance with requirements. Monitor incoming appeals/ECR and documents daily and provide timely handling of records. Appropriately and timely identify, prepare, scan, transfer files and PHI.
• Facilitate meeting preparation and capture action items for the ECR Team members for internal meetings and meetings with external stakeholders. Send meeting reminders, create calendar appointments, prepare and send agendas, capture meeting minutes and ensure team members are aware of assigned action items.
• Coordinate with OAR and other units regarding timely assignment of appeals and ECRs to the appropriate clinician. Working with internal team members and contractors through the appropriate lines of communication, emails and portals. This includes identifying the type of clinician who needs to complete the appeal or ECR. Assists with coordinating training for clinicians.
• Track and trend data regarding the ECR Team metrics including but not limited to indentation of barriers, completion times, case status and consistency of decision making with the ECR team. Remind ECR team members regarding upcoming deadlines. Notify ECR Supervisor whenever there is concern about timeliness and deadlines being met.
  
  

Knowledge in:

• Medical terminology related to Division ECR requirements.
• Identification of different types of medical documents.
• AHCCCS and Division policies and applicable ASRS and AAC.
• HIPAA rules and regulations.
• Electronic filing systems (eg, FOCUS and OnBase).
  
  

Skills In:

• Strong communication skills with peers and clinicians.
• Organizational skills.
• Record keeping and electronic file maintenance.
• Efficiency with computer and computer software (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.
• Manage multiple ECR team members' schedules and assignments. Assign cases to the correct ECR clinician based upon on appeal or ECR type.
• Prioritize tasks based on priority and time sensitivity. Abide by timelines and due dates.
• Compile meeting minutes that capture action items and are clear and concise for both internal staff and external stakeholders.
• Work independently.
  

The ideal candidate for this position will have:

• A minimum of two years experience in medical records.

• 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. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver's license, complete all required training, and successfully pass all necessary driver's license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to Driver's license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operated a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) (R2-10-201.11).
• All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The Arizona Department of Economic Security offers a comprehensive benefits package to include:

• 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-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child.
• Deferred compensation plan
• Wellness plans
• Tuition Reimbursement
• Stipend Opportunities
• Infant at Work Program
• Rideshare and Public Transit Subsidy
• Career Advancement & Employee Development Opportunities

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

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

For questions about this career opportunity, please contact us Stacie Austin at 602-908-6208 or saustin@azdes.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting 480-919-6798 or jvaldiviezo@azdes.gov. Requests should be made as early as possible to allow time to arrange the accommodation.