Casa de la Luz Hospice

Returning Candidate?

Lead Medical Records Specialist

Lead Medical Records Specialist

Job ID 
Regular Full-Time 40
Shift (Days/Hours) 
Monday-Friday, 8am-5pm

More information about this job


CasaHospice Logo


Casa de la Luz Hospice is Seeking to Hire an Experienced

Lead Medical Records Specialist  to Join our Team!


Schedule is Monday-Friday 8am-5pm


 Excellent Full Time Benefits Available-Health, Dental Vision, PTO, 401(K) and more!



About Casa de la Luz Hospice:


Lynette Jaramillo and Agnes C. Poore formed Casa de la Luz Hospice, LLC, in 1998 to provide sensitivity, care and support for patients and their loved ones in the final phase of life. They wanted to reach far beyond the usual and customary hospice service in Tucson. They built a team of individuals who are committed to guiding patients and their loved ones through the end of life journey with knowledge, compassion, and the highest ethical standards. Casa de la Luz's mission and core values are in the heart of each of its employees. In order to continuously fulfill our mission we seek to recruit caring and compassionate individuals.


By joining the Casa de la Luz family you will have the opportunity to make a great contribution to the hospice community, and you will find your employment at Casa de la Luz Hospice to be a rewarding experience. Lynette and Agnes continue to lead the company's mission with a hands-on approach to the company's daily operations. Casa de la Luz Hospice has established an outstanding reputation for compassionate and superior care. Credit for this reputation goes to each individual in the organization. Casa has also been voted as Tucson's Best Place to Work on more than one occasion due to our commitment to our employees. This year, Casa will celebrate its 20th Anniversary and is the largest and one of the most trusted and respected hospices in Southern Arizona. We seek unique talent and energies to contribute to our culture of superior care.


Job Description Summary:


The Lead Medical Records Specialist is responsible for maintaining the security, confidentiality, completeness and accuracy of the medical records of Casa de la Luz Hospice in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the health care system.


  1. Protects the security of medical records to ensure that confidentiality is maintained.
  2. Creates spreadsheets and reports for staff to utilize.
  3. Conducts on-going training.
  4. Ensures hospice physicians receive discharge information and death notifications.
  5. Releases information to persons and agencies according to regulations. Obtains completed HIPAA Release of Information as needed.
  6. Verifies credentials for community physicians and NPs; maintains the Physician Maintenance data in electronic health record software.
  7. Processes certifications, plans of care, and physician’s orders; includes follow up with physicians and physician’s office regarding signatures on certifications, PPOCs, modified orders and standing orders.
  8. Processes recertifications and Plans of Care; generates recertification reports for team supervisors. Monitors compliance with timely face to face visits and recertifications.
  9. Oversees preparation and ensures delivery of Medical Director/hospice physician’s folders for hard copy signatures as needed.
  10. Oversees preparation and ensures delivery of notes and documentation to physician offices, care homes/ALFs/SNFs for coordination of care, including interdisciplinary team meetings, progress reports and discharges.
  11. Acts as liaison for Vital Records; coordinates death certificate signatures.
  12. Participates in regular QAPI meetings.
  13. Coordinates with IT Department to develop/streamline medical records processes.
  14. Completes final audits and random audits as needed. Provides results to Quality and Compliance Director for follow-up.
  15. Presents Medical Records metric data results in QAPI Quarterly Committee meetings.
  16. Assists staff with day to day work as necessary, and provides coverage for daily tasks when Medical Records staff are out of the office.
  17. Responsible for the correct attachment of ShareFile Wound Photos and ShareFile documents to patient charts.
  18. Assures compliance with local, state and federal laws, Medicare regulations, and established personnel policies and procedures.
  19. Participates in establishing department policies, procedures, standards, and objectives
  20. Oversees the logging of requests for records in a Disclosure of Health Information HIPAA Log.
  21. Coordinates the key tasks required for special record requests are received from CMS, NGS, Court Orders or requests from legal entities.



  1. Bachelor’s degree in Medical Records Technology or health information management AND four years medical records operations experience, which includes one year in a lead capacity; OR, Six years of medical records operations experience, which includes one year in a lead capacity; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. Experience in hospice medical records setting preferred.
  2. RHIA/RHIT certification preferred.
  3. Proven proficiency with electronic health/medical records.
  4. Proficient computer skills including keyboarding, Microsoft office applications and ability to learn new software programs.
  5. Knowledge of state and federal laws and regulations regarding patient records management.
  6. Demonstrates excellent leadership, communication, interpersonal and customer service skills.
  7. Demonstrates autonomy, organization, flexibility and cooperation in performing job responsibilities.