Medical Records Specialist – Crisis

Delaware Guidance Services for Children and Youth, Inc.; Dover (DE); On-site; USD 40,000 - 56,000; Full time

Job summary

Delaware Guidance Services for Children and Youth, Inc. in Delaware seeks a Medical Records Specialist to manage chart audits, ensure PHI disclosures follow HIPAA rules, and support privacy compliance in daily operations.

The role is office-based and requires a high school diploma or GED, the ability to prioritize tasks, maintain strict confidentiality, and complete annual HIPAA privacy and security training. Minimal travel may be involved.

Qualifications

• High school diploma or GED or equivalent.
• Ability to prioritize tasks and handle multiple assignments simultaneously.
• Ability to maintain confidentiality.

Responsibilities

• Maintain routine chart audits and verify deficiencies; distribute deficiency reports and case reviews.
• Monitor retention and destruction of charts according to HIPAA standards and State/Federal regulations.
• Reviews, processes and coordinates all authorized request for routine disclosure of protected health information (PHI) for internal and external requestors.
• Serves as a HIPAA resource for the agency and maintains HIPAA disclosure logs.
• Complete DPBHS contract deliverables and maintain documentation as assigned per clinical program.
• Scans incoming correspondence into the EMR.

Skills

HIPAA privacy training

Prioritization & multitasking

Confidentiality

Education

High school diploma or GED

Job description

Summary/objective

The Medical Records Specialist will be expected to assist with the following job duties, as determined by medical record monitoring, tracking, and accessibility need and as assigned by the Risk, Compliance, and Privacy Administrator. The Medical Records Specialist must pass an annual HIPAA privacy and security training.

Summary/objective

The Medical Records Specialist will be expected to assist with the following job duties, as determined by medical record monitoring, tracking, and accessibility need and as assigned by the Risk, Compliance, and Privacy Administrator. The Medical Records Specialist must pass an annual HIPAA privacy and security training.

Essential Functions

Medical Records

• Maintain routine chart audits and verify deficiencies; distribute deficiency reports and case reviews.
• Monitor retention and destruction of charts according to HIPAA standards and State/Federal regulations.
• Reviews, processes and coordinates all authorized request for routine disclosure of protected health information (PHI) for internal and external requestors.
• Serves as a HIPAA resource for the agency and maintains HIPAA disclosure logs.
• Complete DPBHS contract deliverables and maintain documentation as assigned per clinical program.
• Scans incoming correspondence into the EMR.
• Close clinical records/charts at discharge after verifying complete record.
• Data entry as deemed necessary.
• Run and analyze reports in the EMR when appropriate.
• Pull charts for studies and insurance company audits.
• Maintain a courteous, helpful, and professional attitude when dealing with co-workers, patients, and their families. Respect confidentiality at all times.
• Perform other duties as assigned by supervisor.

General Responsibilities

• Uphold professional standards of treatment and the mission of the organization.
• Maintain a quality code of conduct, ethics and professionalism.
• Provide goal-directed and team-oriented services.
• Communicate effectively and professionally with all stakeholders.

Competencies/ Capabilities

• Planning & organization/time management
• Initiative/drive, and self-starter
• Collaborative Team Member, Strong Interpersonal skills/relationships/teamwork
• Judgment/decision making/problem solving
• Adaptability/continuous improvement/flexibility
• Extremely detail oriented with high accuracy and the ability to resist distractions
• Commitment and willingness to professional growth and development

Supervisory responsibilities:

None

Work environment:

Office-based

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Travel required:

Minimal, may be asked to travel between sites on occasion

Minimum Qualifications

• High school diploma or general education degree (GED); or at least one-year related experience and/or training; or equivalent combination of education and experience.
• Ability to prioritize tasks and handle multiple assignments simultaneously
• Ability to maintain confidentiality

Preferred Qualifications

• Medical records and medical scheduling experience

Eeo

Delaware Guidance Services is an Equal Opportunity Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions .

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.

About Delaware Guidance Services

DGS is the largest non-profit provider of outpatient behavioral health services for children and families in Delaware, and the only statewide organization of its kind continuously accredited by The Joint Commission since 1999. Our vision for Delaware—resilient families nurturing children’s well‑being—flows from our mission to provide high‑quality, trauma‑informed therapeutic services that strengthen social, emotional, and behavioral wellness.

Each year, DGS serves an average of 3,500 children and youth through a clinically excellent continuum of care that includes outpatient therapy, community‑based services, school‑based supports, mobile crisis response, and short‑term youth crisis stabilization. Our clinical lines operate 24 hours a day, 365 days per year, ensuring that children and families have access to timely, flexible, and culturally responsive care wherever it is needed—at home, in school, in the community, or at one of our five office locations across Wilmington, Newark, Dover, Lewes, and Seaford.

If you would to learn more about Delaware Guidance Services, please go to https://www.delawareguidance.org/about/ ;

Why Work at Delaware Guidance Services?

Benefits

DGS strives to build a collaborative, flexible, and client-focused work environment. Employee wellness is a top priority. In addition to offering flexible work arrangements, DGS offers a comprehensive and competitive employee benefits package including the following:

• Competitive Compensation
• Generous Paid Time Off ( starting at 44 days of paid leave a year )
• Up to 6% Annual Contribution to Your Retirement Fund
• Free Professional Development Opportunities
• Medical, Dental and Vision Insurance
• Life and Long-term Disability Insurance

Position Highlights

• Generous benefits and time off policies
• Ability to work with children through a mission driven organization.