Records Specialist - FT

Southwest Behavioral Health Center; Utah; On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Paid holidays

Paid vacation and sick leave

Retirement match

Medical, dental, vision, and voluntary

URS pension option

Job summary

Southwest Behavioral Health Center is seeking a Records Specialist to assist with client and outside agency records requests. The role requires strong computer skills, organization, and meticulous attention to detail to prepare, provide, and respond to records requests.

The position involves performing a variety of clerical duties, supporting team members, and ensuring timely processing of records while maintaining confidentiality and HIPAA compliance.

Qualifications

• Graduation from high school plus two years of bookkeeping, accounting, general business management or related field.
• Three years of responsible experience in accounting or bookkeeping.
• Equivalent combination of education and experience.
• Able to pass background check (BCI) if working with vulnerable populations.

Responsibilities

• Process and respond to records requests within five business days.
• Maintain discharged client records and move files to closed areas.
• Run scrub reports and distribute results to team members.
• Attend weekly team meetings and assist with client documentation.
• Coordinate HIPAA privacy with Privacy Officer and ensure compliance.

Skills

10 key

Typing 30 WPM

Interpersonal communication

Office software

Recordkeeping

Education

High school + bookkeeping training

Three years accounting experience

Equivalent education/experience

Tools

Google Suite

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Our Records Specialist assists with client and outside agency records request. Must have strong computer skills, organization and an eye for detail. Reliable, friendly and customer service oriented when preparing, providing and responding to records requests.

POSTING CLOSES MONDAY, OCTOBER 19, 2026 AT 8:00 A.M. MT.

*Full-time employment includes a benefit package that encompasses paid holidays, paid vacation and sick leave, Retirement match, medical, dental, vision and voluntary benefits along with a Utah Retirement System (URS) pension option.

GENERAL PURPOSE

Performs a variety of full performance, complex clerical and routine fiscal duties related to maintaining clinical records, and supporting team members.

SUPERVISION RECEIVED

Works under the direct supervision of the Director of Client Information Systems and the general supervision of the Program Manager.

SUPERVISION EXERCISED:

Provides close supervision to temporary, seasonal, and new employees. May provide close supervision to other Records Specialists while in training.

PERFORMANCE EXPECTATIONS:

• Exemplifies the organizational values of Performance, Innovation, and Excellence (PIE).
• Demonstrates a positive attitude to the team and will assist staff in using the electronic record, and will inform the Program Manager of staff that may need additional training with the electronic record or documentation requirements.
• Reads and has a basic understanding of the Southwest Behavioral Health Center (SBHC) HIPAA policies and procedures. Coordinates with the Center Privacy Officer regarding HIPAA privacy questions and provides Hipaa privacy information to clinical staff as the need arises.
• Completes a Service Audit for a clinician on the team weekly using a rotating schedule.
• Requests for records are to be completed and sent within five buisness days of receipt.
• Manages discharged client records and ensure that discharged client files are moved to closed case areas within the Term Server and/or the file room.
• Runs scrub reports and other error reports and distribute to team members
• Attends weekly Team meetings and assists with teaming clients by projecting documentation for each case, providing feedback on missing elements, etc.
• Records a multi-disciplinary note in to the EHR, on cases that have received service authorization from the team, during or immediately after team meeting
• The Records Specialist provides reports to team members needing initial team presentation and tracking of reviews/closures, etc.
• Follow directions given by the Quality Improvement Committee (QIC) Peer Review Chairperson on the duties they need to perform in conducting Peer Reviews.
• Is vigilant in watching for documentation errors, misunderstandings and confidentiality issues.
• Monitors confidentiality in their office and conducts a weekly walk through to ensure compliance.
• Report confidentiality and records compliance offenses to the appropriate personal.
• Makes suggestions for improvement in client care, work flow, or any other suggestions that may improve client experience or the way SBHC conducts business.
• Is a team player and fill in for other support staff when needed
• Completes all required training, including E-learning assignments within assigned timeframes.
• Adheres to deadlines regarding audits, reports, etc assigned by their supervisor.
• Completes other duties as assigned.

MINIMUM QUALIFICATIONS

Education and Experience:

• Graduation from high school, plus two (2) years of specialized training in bookkeeping, accounting, general business management or a related field;

AND

• Three (3) years of responsible experience in accounting or bookkeeping;

OR

• An equivalent combination of education and experience.

Able to pass background check (BCI) if working with vulnerable populations.

Required Knowledge, Skills, and Abilities:

Considerable knowledge of:

• personal computer operations and various program applications
• 10 key (8,000 KPH) and typing (30 WPM) fluency
• basic accounting principles

Working Knowledge of

• interpersonal communication skills
• recording and filing procedures and methodologies
• state laws as they apply to agency financial practices
• basic data base management
• basic statistics and mathematics

Ability to:

• communicate effectively, verbally and in writing
• perform basic mathematical calculations
• operate standard office equipment
• develop effective working relationships with supervisors, fellow employees, and the public
• establish priorities
• work independently, proceed with objectives without supervision and manage work assignments in a high interpersonal contact environment
• handle and resolve recurring problems
• follow ethical guidelines and Center/Program policies, procedures, and protocols.
• Must be proficient in use of computer and have keyboarding skills in order to enter and retrieve client's electronic records. General knowledge of Google Suite and Microsoft office software, such as Outlook, Word, Excel, and PowerPoint preferred.

Special Qualifications

• Comply with all agency required training (virtual and in-person) deadlines
• Ability to sit for extended periods of time, repetitive typing and computer usage
• Read, interpret, and follow written instructions and produce accurate reports
• Provide quality customer service to internal and external partners