Administrative Assistant -Medical Records

Behavioral Health Network (BHN) is a leading statewide provider of behavioral health services and a Certified Great Place to Work. Since 1938, BHN has helped individuals, families, and communities thrive through compassionate, high-quality care and support. With deep roots in Western Massachusetts and a growing presence in communities throughout the state, we are currently seeking an Administrative Assistant – Medical Records to join our Quality Assurance team and help advance our mission of empowering people to live healthier, more fulfilling lives.

What We Offer:

Purpose-Driven Work – Make a meaningful impact in the lives of individuals, families, and communities throughout Western Massachusetts.

Professional Growth – Access ongoing training, mentorship, career development, and advancement opportunities across one of the region's largest behavioral health organizations.

Supportive Team Culture – Join a collaborative workplace guided by our HEART values: Humanity, Empowerment, Accountability, Respect, and Teamwork.

Stability & Opportunity – Build your career with a well-established organization serving Western Massachusetts since 1938.

Comprehensive Benefits – Generous PTO, 403(b), tuition reimbursement, medical, dental, vision, employee assistance programs, and more.

Certified Great Place to Work – Work for an organization recognized for creating a positive and engaging employee experience.

What You Will Do:

• Manage medical record requests for BHN, including self-requests, internal and external requests, insurance audits, subpoenas, Rogers Orders, and requests from the Medical Examiner’s Office.
• Review, verify, and process requests accurately, while following HIPAA regulations and 42 C.F.R. requirements.
• Ensure documents received are accurately filed and scanned into the correct electronic client record (ECR); maintain records that are organized, accurate, and complete.
• Review records and redact third-party information that does not pertain to the individual served before releasing records to requesting entities.
• Assist with the Department of Mental Health (DMH) application process as it relates to medical records.
• Safeguard confidential medical records and ensure documentation and releases comply with applicable privacy standards.
• Respond to departmental phone calls and voicemail; check voicemail daily.
• Pull medical records, send and retrieve faxes through RightFax, open and distribute incoming mail, and scan, upload, and document materials in individual served charts.
• Assist individuals served with medical record questions and forms by phone, Microsoft Teams, or in person; document and log requests in the BHN Web Log.
• Participate in meetings with individuals served and obtain verbal consent for releases of information when needed.

Who You Are:

• High school diploma or GED required.
• At least six months of office administration experience.
• Medical records experience preferred.
• Bilingual in English and Spanish preferred.
• Strong attention to detail and the ability to communicate effectively with staff, individuals served, and outside agencies.
• Excellent verbal and written communication skills.
• Good computer skills, including internet, email, and word processing; strong working knowledge of Microsoft Office (Excel, Word, and Outlook) and Adobe Acrobat.
• Ability to navigate agency software and communication systems and represent the organization in a positive and professional manner.
• Ability to manage multiple tasks, prioritize work, respond to urgent needs, and work collaboratively with individuals and teams from varied backgrounds.

We Hire for HEART!

Since 1938, BHN has delivered high-quality, culturally responsive behavioral health care, building deep roots in Western Massachusetts while expanding our impact in communities throughout the state. Our core values—Humanity, Empowerment, Accountability, Respect, and Teamwork—guide how we lead, serve, and support one another. If you’re ready to bring your skills and experience to a mission-driven organization where your work can make a meaningful difference, we’d love to hear from you.

Schedule: Monday-Friday, 7:30 AM-4:00 PM

Salary: $21.00-$26.99 per hour