RECORDS MANAGER

at  Arizona Healthcare

Job Description

JOB SUMMARY:

The Division of Office of the General Counsel (OGC) is looking for a highly motivated individual to join our team as an Assistant Privacy Officer. The Assistant Privacy Officer is responsible for complex work involving overseeing, tracking and responding to requests for information while ensuring any aspect of the release of protected health information is done in accordance with the Agency’s policies and procedures, and applicable legal requirements.
This position may offer the ability to work remotely, within Arizona, based upon the department’s business needs and continual meeting of expected performance measures.
The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

Major duties and responsibilities include, but are not limited to:

• Responsible for the management, tracking, and production of responsive records; including public records and member information requests, and subpoenas. Maintains organized files for each request, including complex indexes, as applicable. Leads the coordination and provides guidance with internal teams to obtain responsive records, and review and redact records as necessary. This includes working with internal stakeholders and ISD to obtain responsive records, and coordinating efforts with outside counsel.
• Ensure any aspect of the release of protected health information is done in accordance with the Agency’s policies and procedures, and applicable legal requirements. Participate in the compliance monitoring of the Agency’s privacy policies and procedures, including the identification of necessary updates as a result of a law.
• Communicate verbally and in writing with requesters, stakeholders and AHCCCS staff regarding requests for information. Coordinate the internal approval of these responses and assist in communicating approved responses to requesters.
• Provide training and back up support to OGC paralegals calendaring administrative appeals, and the processing of Administrative Law Judge decisions and Director’s Decisions. Maintain and monitor the ‘equalaccess@azahcccs.gov’ email box and assist with the investigation of discrimination complaints.
• Responsible for reviewing the Agency’s records retention schedules, including fielding questions and drafting proposed updates. Assist in investigations related to agency privacy and compliance matters.

KNOWLEDGE:

• Federal and State laws governing confidentiality of records, including concepts, terminology principles and procedures of American law.
• Methods and techniques of writing briefs, opinions, reports, and other documents in established formats.
• Methods and techniques for research.
• Litigation process.
• Use of statutes codes and other legal resources.
• Rules, regulations and policies governing the grievance and appeals process.
• Legal and medical terminology.

SKILLS:

• Office administration, such as prioritizing and multi-tasking.
• Excellent verbal and written communication skills, including skill in writing legal documents.
• Strong interpersonal and communication skills in dealing with public and external entities.
• Computer skills including utilizing Google Suite, MS Office software, ProLaw database, PMMIS mainframe system, office hardware such as fax machines, printers, copiers and phone system.
• Customer service and discretionary skills (in dealing with angry, confused and frustrated clientele).
• Exceptional organizational skills.

ABILITIES:

• Organize and coordinate work within schedule constraints and handle emergent requirements in a timely manner.
• Monitor important requests concurrently.
• Apply work management principles, and techniques, plan, prioritize and manage time, multi-task, communicate effectively.
• Work independently and main confidentiality.
• Develop and maintain positive working relationship with division and agency staff.

QUALIFICATIONS:

In procession of a current, unexpired Arizona Driver License.

PRE-EMPLOYMENT REQUIREMENTS:

• Successfully complete the Electronic Employment Eligibility Verification Program (E-Verify), applicable to all newly hired State employees.
• Successfully pass fingerprint background check, prior employment verifications and reference checks; employment is contingent upon completion of the above-mentioned process and the agency’s ability to reasonably accommodate any restrictions.
• Travel may be required for State business. Employees who drive on state business must complete any required driver training (see Arizona Administrative Code R2-10-207.12.) AND have an acceptable driving record for the last 39 months including no DUI, suspension or revocations and less than 8 points on your license. If an Out of State Driver License was held within the last 39 months, a copy of your MVR (Motor Vehicle Record) is required prior to driving for State Business. Employees may be required to use their own transportation as well as maintaining valid motor vehicle insurance and current Arizona vehicle registration; however, mileage will be reimbursed.
  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).

• Responsible for the management, tracking, and production of responsive records; including public records and member information requests, and subpoenas. Maintains organized files for each request, including complex indexes, as applicable. Leads the coordination and provides guidance with internal teams to obtain responsive records, and review and redact records as necessary. This includes working with internal stakeholders and ISD to obtain responsive records, and coordinating efforts with outside counsel.
• Ensure any aspect of the release of protected health information is done in accordance with the Agency’s policies and procedures, and applicable legal requirements. Participate in the compliance monitoring of the Agency’s privacy policies and procedures, including the identification of necessary updates as a result of a law.
• Communicate verbally and in writing with requesters, stakeholders and AHCCCS staff regarding requests for information. Coordinate the internal approval of these responses and assist in communicating approved responses to requesters.
• Provide training and back up support to OGC paralegals calendaring administrative appeals, and the processing of Administrative Law Judge decisions and Director’s Decisions. Maintain and monitor the ‘equalaccess@azahcccs.gov’ email box and assist with the investigation of discrimination complaints.
• Responsible for reviewing the Agency’s records retention schedules, including fielding questions and drafting proposed updates. Assist in investigations related to agency privacy and compliance matters