Health Records Specialist

Join a team where your work truly makes a difference. For nearly 70 years, Caron Treatment Centers has helped individuals and families find hope, healing, and lasting recovery through compassionate, evidence-based addiction and behavioral healthcare. At Caron, employees are supported with opportunities to learn, grow, and build meaningful careers, along with competitive pay, comprehensive benefits, generous paid time off, tuition reimbursement, and a 401(k) plan. 

We’re proud to foster a supportive, collaborative workplace where employees feel valued and connected to our mission. That commitment has earned Caron multiple national and regional Top Workplace recognitions, including being named a USA TODAY Top Workplace for 2026. 

Join us to build a career with purpose, growth, and impact at Caron.

HEALTH RECORDS SPECIALIST DUTIES AND RESPONSIBILITIES:  

• Proofread, review and edit, as necessary, dictation submitted through the “voice to text” dictation software  

• Data entry of family assessments and letters for patients or Caron staff. 

• Prepare unit reports of unclosed records and notify staff of needed documentation/signatures.  

• Responsible for completion/closing of electronic records in accordance with established guidelines. 

• Ensure that all documents, notes, and records are completed according to standards. 

• Scan documents into electronic records. 

• Handle external and internal calls or requests for Protected Health Information and medical records.  This includes processing/printing of records.  

• Release of Protected Health Information with proper authorization. 

• Proofread and mail Discharge Summaries to referrals, physicians, aftercare providers, etc., within established timeframes. 

• Record Protected Health Information sent outside of the organization in the Health Records Management Contact Log and/or HIPAA Disclosures Log. 

• Run reports of all Routine and Routine with Exception discharges and mail Routine Discharge Letters. 

• Research returned mail and update information in the database.  

• Complete and submit patient forms including disability, educational, FMLA, and leave of absence in coordination with other Caron departments in accordance with established guidelines. 

• Process legal matters regarding PHI including power of attorney, subpoena, court order, and Marchman Act documents received, as well as requests from probation/parole departments, state and federal agencies, judges, and attorneys. 

• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the duties or tasks that may be required or assigned.

EDUCATION/EXPERIENCE QUALIFICATIONS:  

• High School education or equivalency.  
• 1 year of health records experience is preferred.  
• 1 year of work experience in an office, preferably a healthcare setting. 
• If in recovery, 2 year of continuous sobriety is preferred. 

PHYSICAL REQUIREMENTS:  

The physical and mental demands described here are representative of those that must be met to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

• Requires extensive work with transcription software. 
• May require extensive use of a telephone. 
• Requires sitting in one location and typing for extended periods of time. 
• Must be able to lift approximately 30 lbs.  
• Must be able to multi-task 

KNOWLEDGE, SKILLS AND ATTRIBUTES:   

• Must be able to demonstrate the ability to transcribe 50 words per minute. 
• Must have strong spelling and grammatical skills. 
• Must be able to demonstrate an understanding of basic computer skills. 
• Must be able to follow directions well.  
• Must be committed to delivering professional customer service. 
• Must be able to handle multiple tasks. 
• Must be detail oriented.