Medical Records Assistant

Athena Mental Health is a New York State mental health-approved provider of community mental health services for children, adults, and families with behavioral and emotional challenges. We specialize in individual and group psychotherapy for clients with a focus on trauma-informed care. We are dedicated to improving the quality and accessibility of mental health care for all, especially individuals from underserved communities.


Here at Athena, we pride ourselves on hiring a diverse group of mental health clinicians and staff who are passionate and dedicated to improving our clients' overall emotional well-being. We provide both in-person and telehealth services for our clients and offer a competitive compensation plan and amazing benefits to our staff.


Are You a Good Fit For Us?

The Medical Records Assistant supports daily operations within the Medical Records Department. This role ensures the accurate, timely, and compliant handling of medical records, including the release of protected health information (PHI), record maintenance, and adherence to regulatory requirements such as the Health Insurance Portability and Accountability Act (HIPAA). The Medical Records Assistant collaborates with staff, providers, and external agencies to maintain high standards of data integrity and patient confidentiality.

Duties and Responsibilities:

• Upload, organize, and maintain accurate patient records within the Electronic Health Record (EHR) system.
• Process incoming traffic through the medical records email inbox, Athena e-fax, and department voicemails.
• Perform meticulous data entry and filing tasks to support daily department operations.
• Strictly adhere to HIPAA regulations and state confidentiality laws to safeguard sensitive patient data; respond efficiently to internal and external inquiries.
• Conduct routine chart audits to ensure documentation completion, tracking missing signatures, treatment plans, and intake paperwork.
• Support the implementation of records management policies and assist the Compliance Department with audits and regulatory reviews.
• Serve as the primary point of contact for external medical records requests.
• Distribute, process, and track Release of Information (ROI) and HIPAA forms, routing completed documents to appropriate staff.
• Draft professional letters and documentation on behalf of clinicians to support patient continuity of care.
• Provide comprehensive administrative assistance to the Medical Records Manager.
• Assist with the onboarding, training, and performance monitoring of medical records staff.
• Support the resolution of escalated issues, complaints, and complex requests.
• Perform other duties as assigned by the supervisor.

Qualifications

• Associate's degree in business administration or other relevant field
• Bilingual (Spanish) preferred
• Previous experience using computerized appointment scheduling systems and/or electronic Medical Record systems
• Knowledgeable in NYS OMH Outpatient Clinic regulations
• Knowledgeable in NYS Mandated Reporting requirements
• Knowledgeable in HIPAA Regulations
• Detail-oriented and outcome-driven
• Able to discreetly handle sensitive and confidential information
• Meticulous attention to detail while multitasking
• Excellent organizational and prioritizing skills
• Exceptional communication skills - written and verbal
• Strong computer skills and proficiency with Word, Excel, G-Suite, and other software/applications

$55,000 - $55,000 a year

Working Conditions

This position will be located at either the Manhattan office at 33 West 60th Street, New York, NY 10023, Suite 600, the Bronx office at 2825 Third Avenue, Suite 402, Bronx, NY 10455, the Rochester office at 1299 Portland Avenue, Suite1, Rochester, NY 14621 or Remote. This is a professional work environment where a computer, desk, chair and office supplies will be provided onsite at each of our offices.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee in order to successfully perform the essential functions of the role above.

While performing the duties of this job, the employee is regularly required to hear and speak on the phone or computer throughout the day, stand and sit for an extended period of time and be able to write and answer emails in addition to carrying objects no greater than 25 pounds, when needed.

Direct Reports: This position has no direct reports

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.