Medical Records Representative

We are seeking a dependable and detail-focused Medical Records Representative to manage and protect sensitive patient records across our behavioral health locations. The ideal candidate will have hands-on experience with electronic health records, particularly Therapy Notes, and a strong working knowledge of HIPAA, 42 CFR Part 2, and Connecticut state-specific regulations related to the release of mental health and substance use disorder records.

Responsibilities

• Maintain accurate and up-to-date patient records in Therapy Notes, our electronic health record (EHR) system.
• Process and fulfill Release of Information (ROI) requests in accordance with HIPAA, 42 CFR Part 2, and applicable Connecticut mental health and substance use confidentiality laws.
• Verify legal authority and consent documentation before releasing any records, particularly those involving psychotherapy notes or substance use treatment.
• Ensure compliance with all federal and state guidelines regarding the privacy and security of protected health information (PHI).
• Collaborate with clinical and administrative staff to track documentation, ensure completeness record, and resolve discrepancies.
• Respond to internal and external record-related inquiries professionally and confidentially.
• Prepare and organize documents for scanning, uploading, archiving, or secure disposal in line with record retention policies.
• Maintain logs of records requests, releases, and audits to support compliance and quality assurance efforts.
• Stay informed of changes in privacy laws and healthcare documentation standards.
• Assist with coverage if needed in other areas of the company such answering phones, scheduling appointments and accepting payments.

Qualifications

• High school diploma or equivalent (required); associate’s degree or relevant certification (preferred).
• 1–2 years of experience in medical records, health information management, or a healthcare administrative role.
• Thorough knowledge of HIPAA privacy rules and 42 CFR Part 2 (federal regulations governing confidentiality of substance use treatment records).
• Familiarity with Connecticut state laws related to mental health record confidentiality and disclosure.
• Prior experience using TherapyNotes or similar behavioral health EHR systems is strongly preferred.
• High attention to detail and commitment to accuracy.
• Ability to manage sensitive information with professionalism, discretion, and integrity.
• Strong organizational, communication, and time management skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Stay informed of changes in privacy laws and healthcare documentation standards.

Preferred:

• Experience working in a behavioral health, psychiatric, or substance use treatment setting.
• Knowledge of documentation standards related to psychotherapy notes, treatment summaries, and clinical correspondence.