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Medical Records Specialist 2

Office/On-SIte

Recruitment # 251124-5619CL-001

Location Norwich, CT

Date Opened 11/28/2025 12:00:00 AM

Salary $60,829* - $78,946/year (*New state employees start at the minimum)

Job Type Open to the Public

Close Date 12/8/2025 11:59:00 PM

Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits)

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+ Introduction

Do you have experience maintaining medical records and preparing statistical reports?

Join our team as a Medical Records Specialist 2 to make a significant impact today!

THE POSITION

The State of Connecticut (https://portal.ct.gov/) , Department of Mental Health and Addiction Services ( DMHAS (https://portal.ct.gov/DMHAS/About-DMHAS/Agency/About-DMHAS) ) is now hiring for a Medical Records Specialist 2 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=5619CL&R1=&R3=) to join their team!

HIGHLIGHTS

+ FACILITY: Southeastern Mental Health Authority (SMHA (https://portal.ct.gov/dmhas/smha/agency-files/smha---homepage) )

+ LOCATION: 401 West Thames Street, Building 301, Norwich, CT

+ UNIT: Quality Management

+ SCHEDULE: Full-Time, 40 Hours per Week, First Shift, Monday through Friday, 8:00am - 4:30pm

+ POSITION NUMBER: 97751

WHAT WE CAN OFFER YOU

+ Visit our new State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page!

+ Professional growth and development opportunities

+ A healthy work/life balance (https://www.jobapscloud.com/ct/sup/EVPPDF123020.pdf) to all employees

Duties include, but are not limited to:

+ Timely processing of requests/disclosures of protected health information and necessary tracking in electronic health record and required excel and access databases used operationally in Health Information Management at SMHA;

+ Creating and maintaining client records, including electronic health records (EHR) and paper files of active and discharged records;

+ Regularly performing admission, concurrent and discharge audits of clinical records to assess the accuracy and completeness of medical records and carrying out analysis of audit results and report preparation;

+ Tracking required documentation completion and verifying accuracy of client records in Electronic Health Record for the purpose of enhancing quality and billing of services;

+ Carrying out record maintenance, retention, archiving and storage and ensure compliance with medical record retention policies and disposal procedures;

+ Ensuring strict adherence to the Health Insurance Portability and Accountability Act (HIPAA) regulations to maintain patient confidentiality;

+ Ensuring the security and integrity of electronic records;

+ Generating reports on medical record activities, including tracking requests, record volume and turnaround times;

+ Processing for processing of subpoenas and court orders, at the direction of Quality Director; and

+ Participating in performance improvement and continuous quality improvement activities and ensuring record keeping functions are in accordance with Joint Commission Standards.

ABOUT US

DMHAS 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.

SMHA is a community mental health agency operated by the State of Connecticut Department of Mental Health and Addiction Services (DMHAS). Its primary goal is to provide high quality behavioral health services to those in our community with mental health and substance use disorders who are 18 years or older and reside in New London County and its surrounding towns. Services, which include case management, outpatient behavioral health, crisis intervention, respite care, and forensic services, are recovery oriented and offered in a trauma informed and culturally sensitive manner. We support individuals to identify and achieve their own goals in recovery, fostering independence, dignity, and ability.

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 Toolkit (https://jobapscloud.com/CT/jobs/?b=KIT) 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 by the closing date listed on the job posting.

+ 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 [email protected].

+ 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 Jensine Tran at Jensine.Tran ([email protected]) @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 performing the most complex tasks associated with maintaining medical records and medical records coding activities.

EXAMPLES OF DUTIES

+ Performs highly technical duties in establishment, retention and maintenance of a filing system of medical records such as daily admissions and discharges, daily census, case histories, results of diagnostic tests, medical summaries, abstracts and signed releases of information;

+ Ensures compliance with The Joint Commission (TJC) and Title XIX standards;

+ Prepares records for clinicians use;

+ Analyzes medical records and contents for completeness and quality;

+ Prepares medical and statistical reports (patient diagnostic and demographic information, census log, discharge information, etc.);

+ May microfilm medical records;

+ May attend probate court hearings and give testimony;

+ Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

+ Knowledge of

+ relevant state and federal laws, statutes and regulations;

+ basic medical terminology and human anatomy;

+ medical coding principles and techniques with particular emphasis on International Classification of Disease Adopted procedures;

+ The Joint Commission (TJC) medical records standards;

+ principles of statistical data tabulation;

+ office systems and procedures;

+ Skills

+ interpersonal skills;

+ oral and written communication skills;

+ Ability to

+ maintain medical records and prepare reports;

+ utilize computer software.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Five (5) years of experience in the maintenance of medical records and preparation of statistical reports.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Medical Records Specialist 1 or its equivalent.

PREFERRED QUALIFICATIONS

+ Experience producing and managing records in compliance with State Privacy Laws

+ Experience working with electronic records and Joint Commission Standards

+ Experience with auditing procedures and quality control measures

+ Experience in Health Information Management Chart Analysis and reporting

+ Experience in Excel

+ Experience utilizing organizational and interpersonal skills while managing multiple and simultaneous responsibilities to support care, billing and compliance with healthcare regulations

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