Medical Records/PHI Specialist

Job Summary & Essential Functions

The Medical Records & PHI Specialist supports the integrity, availability, confidentiality, and appropriate disclosure of patient health information. This role processes medical record and release-of-information requests, maintains accurate electronic health records and Health Information Management (HIM) tracking tools, and assists internal teams with authorized access to health information. The specialist supports Valle del Sol’s mission by ensuring health information is handled accurately, timely, securely, and in accordance with HIPAA, organizational policies, and applicable legal and regulatory requirements.

Medical Records & Health Information Management

• 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.

Release of Information & PHI

• 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.

Record Quality, Audits & Support

• 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.

Professional Responsibilities

• 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.

Qualifications

Education

Required

High school diploma or GED, or at least three years of relevant experience.

Preferred

• Postsecondary coursework or certificate in health information management, medical records, healthcare administration, or a related field.
• Experience

Required

• Experience working with confidential records, administrative documentation, or information-management processes.
• Working knowledge of HIPAA privacy and security requirements applicable to protected health information.

Preferred

• Experience with medical records, release of information, health information management, or electronic health record systems in a healthcare setting.
• Licensure/Certification

Required

Arizona Level I Fingerprint Clearance Card, or ability to obtain within 5 days of start date.

Preferred

Health information management, privacy, or release-of-information certification, if applicable.

Other Requirements

• 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, Skills, and Abilities

• 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.

Working Conditions & Physical Requirements

Work Environment

This position may operate in clinical, office, or community settings including clinics, administrative offices, outreach locations, client homes, partner agencies, and community sites. Employees may interact with individuals experiencing behavioral health challenges, emotional distress, or complex social needs. Standard safety precautions and personal protective equipment (PPE) may be required as applicable.

Typical requirements may include

• Sitting, standing, walking, bending, and reaching for extended periods
• Operating computers, mobile devices, and standard office or clinical equipment
• Travel to various Valle del Sol locations or community sites when required
• Lifting or moving materials or equipment up to 25 pounds

Schedule & Travel

Work schedules may vary based on program needs and may include evening or weekend hours. Some positions may require local travel between Valle del Sol sites or community locations.

Equipment

Employees may operate standard office, clinical, and communication equipment including computers, phones, printers, electronic health record systems, laptops, and mobile devices.

Compliance Requirements

Employees must maintain compliance with all Valle del Sol policies and applicable regulatory requirements, which may include:

• Licensure, certification, credentialing, and/or privileging requirements applicable to the position.
• Required immunizations and occupational health clearances.
• Tuberculosis (TB) testing and Hepatitis B screening or declination, when applicable.
• Arizona Level I Fingerprint Clearance Card when required by law or program.
• Valid driver’s license and acceptable driving record when operating a vehicle for company business.
• Completion and maintenance of required training, certifications, and continuing education.
• Failure to obtain or maintain required credentials, clearances, or compliance requirements may impact eligibility for employment or continued assignment in the role.

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!

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