Medical Records Specialist 1 Office/On-site Recruitment # 250211-5620CL-001 Location Torrington, CT Waterbury, CT Date Opened 2/13/2025 12:00:00 AM Salary $50,475* - $66,229/year (*New State employees start at the minimum) Job Type Open to the Public Close Date 2/28/2025 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + Introduction Do you have experience with Medical Records? If so, read below and apply today! The Department of Mental Health and Addiction Services (DMHAS (https://portal.ct.gov/DMHAS/About-DMHAS/Agency/About-DMHAS) ) is seeking a qualified candidate for the position of Medical Records Specialist 1 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=5620CL&R1=undefined&R3=undefined) . The incumbent will be responsible for managing over 500 active client records and processing more than 1,100 records annually. The role requires specialized medical records skills and experience, including pre paring and certifying records for court and attending court as needed. POSITION HIGHLIGHTS: + Facility: Western CT Mental Health Network (WCMHN (https://portal.ct.gov/dmhas/wcmhn/agency-files/wcmhn---homepage) ) + Department: Administration Department + Location: Torrington (Monday-Thursday) and Waterbury (Friday) + PCN: 24811 + Work Schedule: Full time, first shift | Monday to Friday, 8:00 AM - 4:30 PM, with work in Torrington from Monday to Thursday and in Waterbury on Friday Please note: Candidates must have the ability to travel throughout the State. WHAT WE CAN OFFER YOU: + Visit our new State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page! + Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers. + Professional growth and development opportunities. + A healthy work/life balance (https://www.youtube.com/watch?v=y6n9M1Qd5fo) to all employees. DISCOVER THE OPPORTUNITY TO: + Independently perform a comprehensive range of tasks related to maintaining medical records. + Ensure the Medical Record Room and charts are well-maintained, organized, and in good condition. + Maintain records for all referrals, admissions, active clients, and discharges, ensuring proper filing and organization of physical charts. + Inspect medical record documentation for omissions and errors with great attention to detail. + File all assessments, treatment plans, and medical documents, including laboratory and diagnostic test results. + Enter data related to admissions, discharges, demographic updates, and program transfers into the Electronic Health Record (EHR). + Monitor the accuracy and completeness of diagnostic and procedure codes, returning incomplete records to clinicians for correction. + Track and process prior authorizations and Medicare Secondary Payor reviews for billing services. + Prepare charts for newly admitted clients and process and close charts for discharged clients. + Maintain manageable volumes by thinning charts according to overflow procedures. + Prepare charts for audits and archiving, ensuring compliance with State Retention Schedules. + Respond to requests and prepare materials for record release within required timeframes. + Review and verify the adequacy of Release of Information requests in compliance with State and Federal laws, including HIPAA. + Track the disclosure of client records and prepare records for court hearings as required. + Ensure compliance with Joint Commission accreditation standards and CMS regulations for medical records, including Treatment Plans. + Prepare weekly documentation compliance reports and other statistical reports. + Utilize strong interpersonal, oral, and written communication skills for effective interaction. + Provide on-site support and training to clinical staff on the DMHAS Electronic Health Record system. + Cover multiple record room locations in the Waterbury area and provide coverage in Danbury and Torrington as needed. + Retrieve records from the State archival site when necessary. MORE ABOUT US: The State of Connecticut, (https://portal.ct.gov/) Department of Mental Health and Addiction Services (DMHAS (http://www.ct.gov/dmhas/cwp/view.asp?a=2899&q=334082) ), is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve. START WITH US. STAY WITH US. GROW WITH US. Please note: + A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment. + All state employees must adhere to Connecticut's Policy for a Drug Free Workplace (https://portal.ct.gov/das/-/media/das/statewide-hr/a---z-listing-task-pdfs/drug-free-workplace-policy--february-2016.pdf) . Selection Plan FOR ASSISTANCE IN APPLYING: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en\_US) for additional support throughout the recruitment process. BEFORE YOU APPLY: + Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. + Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below. + Resume Policy: Per Public Act 21-69 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. + Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. + Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov. + Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. + Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting. AFTER YOU APPLY: + Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). + Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! + Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. + The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. + Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics. QUESTIONS? WE’RE HERE TO HELP: Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Pamela Rochette at Pamela.Rochette@ct.gov. Join the State of Connecticut and take your next career step with confidence! PURPOSE OF JOB CLASS (NATURE OF WORK) In a state medical institution or facility medical records department this class is accountable for independently performing a full range of tasks associated with maintaining medical records and medical records coding activities. EXAMPLES OF DUTIES + Assists in maintaining a file of medical records such as daily admissions and discharges, daily census, case histories, results of diagnostic tests, signed releases of information, medical summaries and abstracts; + Inspects reports and records for omissions and errors; + Codes and files a full range of diagnoses according to anatomical systems and in conformance with accepted international classification systems (i.e. ICD, WHO, DSM3, DRG, etc.); + Prepares statistical reports on such matters as classification of disease, laboratory, dental, X-ray and physiotherapy activities; + Prepares death certificates, burial permits and other related records; + Prepares reports to state and federal agencies as required; + May attend probate court hearings and give testimony; + Performs related duties as required. KNOWLEDGE, SKILL AND ABILITY + Knowledge of + basic medical terminology and human anatomy; + medical coding principles and techniques with particular emphasis on International Classification of Disease Adopted procedures; + principles of statistical data tabulation; + office systems and procedures; + Skills + interpersonal skills; + oral and written communication skills. MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Four (4) years of experience in the maintenance of medical records and preparation of statistical reports. PREFERRED QUALIFICATIONS + Experience handling medical records within a behavioral healthcare setting. + Experience traveling to worksites to retrieve and/or deliver paper medical records and attend meetings and events. + Experience working with an electronic Medical Health Records system. + Experience with medical terminology. + Experience reviewing medical records. + Experience interacting with all levels of stakeholders using both oral and written communication skills. + Experience performing tasks that require moderate lifting, bending, and reaching + Experience with medical coding and billing. SPECIAL REQUIREMENTS Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment. Conclusion AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities. ACKNOWLEDGEMENT As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online