Summary/Objective:

The Medical Records Specialist is responsible for the accurate, timely, and confidential management of patient health records at a behavioral health facility operating under OMH and OASAS regulations. A key focus of this role is handling medical records requests from external agencies and stakeholders while maintaining professional and cooperative relationships with all requestors and community partners.

Essential Functions (Job Duties):

Records Request Management

• Receive, evaluate, and process medical records requests in compliance with HIPAA and New York State confidentiality laws.
• Verify proper authorizations are in place before releasing any information.
• Track and log all requests and disclosures using internal recordkeeping.
• Ensure sensitive documents are redacted appropriately based upon request type.
• Coordinate the release of records from authorized parties (not limited to):
  • Department of Social Services
  • Probation and Parole Officers
  • Social Security Administration
  • Legal representatives (attorneys, courts, subpoenas)
  • Insurance Companies
  • Other health care entities
  • Self-Requests
• Adhere strictly to confidentiality policies, HIPAA, 42 CFR Part 2, and OMH/OASAS Regulations.
• Participate in annual privacy and security training and support clinic-wide compliance initiatives.

Required Education and Experience:

• High school Diploma or equivalent. Coursework or certification in Health Information Management preferred
• Minimum 1 year Experience handling medical records in a behavioral health, medical health, hospital, or social service setting.

Additional Requirements:

• N/A

Position Type/Expected Hours of Work

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employees are required to maintain training, licenses, and certifications per regulatory and agency requirements.

Hours and schedules may vary depending on Company need and workload. Employees will be given as much advance notice as possible when such changes occur.

Employment at Citizen Advocates is “at will”. You are free to resign at any time and for any reason sufficient to you, just as Citizen Advocates is free to terminate your employment at any time and for any reason. We do not guarantee continued or permanent employment.

Citizen Advocates is an Equal Employments Opportunity/Affirmative Action Employer and provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.