Job Description

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.

About Us
Stokes Counseling is a private counseling practice with offices located in Naugatuck and Ansonia, CT.  Telehealth and in-home services are available throughout the state.   Our licensed therapists provide individual, family, and couples counseling to children and adults.   Stokes Counseling is committed to providing a trusting, engaging, and collaborative environment with our clients. We believe our clients are experts in themselves, and we are the guides to help them manage ways to overcome what is currently getting in the way of living the life they deserve. 

 

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