Position Summary:

The Medical Records Team Lead Specialist will operate under the direction of the Chief Information Officer.  The position is responsible for assisting in the direction of and prioritizing the Medical Record Specialists in the opening, transferring, closing, filing/scanning, tracking and maintaining the agency's medical and child welfare records.  In addition, this position will assist with record storage, disclosure, retention and destruction.  The position also assists the Medical Record Specialists with gathering information needed to meet requests for records and releases of information for the agency in accordance with the law.  At this level there may be a broader scope of responsibility and experience.  

Essential Job Functions:

>  Directs and prioritizes staff responsible for inputting, scanning, and processing medical and child welfare records and provides training, technical assistance and consultation on medical and child welfare records formatting, security, policies and procedures. 

>  Provides training, technical assistance and consultation to team on medical and child welfare records policies and procedures, formatting, and security.

>  Helps assure consistency of medical records through training material provided in new employee orientation, program specific training, and other applicable training.

>  Must be able to perform tasks assigned to Medical Record Specialists, including:

>  Open and close client records upon admission, transfer and discharge.

>  Enter client information into computer and maintain electronic and/or hard copy files.

>  Create labels and assign record numbers to certain clients (if applicable).

>  Retrieve open and closed medical and client records as needed.

>  Ensure tracking open and closed client records is being properly used.

>  Analyze submitted documents and forms for completeness and accuracy.

>  Ensure required documents are filed in the correct categories in medical and client records (electronic and hard copy).

>  Process, send and log disclosures and subpoenas for records in accordance with all laws, regulations, contracts, and agency policies and procedures.

>  Generate and distribute reports from the electronic system.

>  Working with the Chief Information Officer, prepares records for archiving and storage in accordance with agency policies and procedures.  May serve as liaison with off-site archive facility.

• Attends and participates in all required meetings.
• Performs work and represents AzCA in accordance with our mission, vision and values and Foundations for Success.
• Maintains consistent attendance and punctuality to provide consistency in serving clients.

• Performs other duties as assigned, which are consistent with the general responsibilities of the position.

Knowledge, Skills and Abilities (KSAs)

  Knowledge of clinical record and child welfare record management.

• Ability to work in a diverse, multi-cultural environment and be sensitive to the service population's cultural and socioeconomic characteristics.
• Ability to participate as a team member, utilize supervision and able to accept peer support
• Effective written, oral and interpersonal communication skills in the English language.  Might also require Spanish.
• Must be organized with the ability to take direction, prioritize tasks, and to work independently with minimum supervision.
• Must have ability to maintain confidentiality, and exhibit sound judgment while providing emotional support.
• Ability to interact professionally with all staff and guests.
• Must be able to recognize and communicate with your supervisor to address self-care needs in order to effectively maintain all job duties.
• Ability to work in a variety of environments to include but not limited to in/outdoors with various obstacles, stairs and unknown conditions.
• Must be able to physically demonstrate competency in the following areas: operate transport vehicles as needed (unless declared a non-driver).
• Able to operate common office equipment and be proficient with electronic health records, calendaring, word processing and other needed computer and electronic device skills.

>  Provide services at various locations as assigned - which may require travel to facilities to assist with record storage, archiving, destruction, filing, and correction.

Minimum Qualification & Requirements:

>  Must be 21 years of age (licensing requirement).

>  Possess a valid Arizona driver's license and be insurable under the agency's automobile policy.

>  Must be able to provide own transportation to and from clients' homes and/or other relevant organizations/agencies

• Must be able to provide DPS fingerprint clearance.
• Must be able to meet training and agency compliance requirements for the position.
• An individual may qualify for this position if the individual is able to "perform safely" the essential functions of the position with or without reasonable accommodations.  Perform safely means to perform without causing a direct threat to the health or safety of the individual or others that cannot be eliminated by reasonable accommodations, as defined by 42 U.S.C. #1211 (b) and the Commission's regulations found at 29 C.F.R #1630.2 (r).

Minimum Education & Experience:

>  High school or equivalent required.  Bachelor degree preferred.

>  Minimum 8 years' experience in medical/client records department.

>  Or, Equivalent combination of education and experience to be able to perform the essential functions is required.

Why You'll Love Working for Us:

At Arizona's Children Association, our employees are our most valuable asset; and as such we offer a wide range of benefits to aid your health and wellness including:

- Eligibility for Medical, Dental, and Vision plans on the first of the month following 30 days of employment
- Employee Assistance Program
- Generous paid time off, paid sick leave, and 8 paid holidays
- 403B Retirement Savings Plan

Arizona's Children Association Benefit Guide 2025

Find your passion. Fulfill your purpose. Join Team AzCA!

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, genetic information, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.