Connecticut StateDepartment of Administrative Services

Medical Records Clerk

Recruitment #210426-6842CL-001


The State of Connecticut, Department of Mental Health and Addiction Services (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.

Are you looking for a role that can make daily impact on the lives of others? If so, we encourage you to apply today! The Connecticut Mental Health Center (CMHC), seeks a qualified Medical Records Clerk (PCN: 26686) to work with our team. This position is a full time, 40 hour per week, first shift role. The position has a work schedule of 8:30 a.m. to 5:00 p.m., Monday through Friday. CMHC is located at 34 Park Street in New Haven.

In this role you'll discover the opportunity to:
  • Maintain professional and courteous communication, in-person and via telephone, with individuals inside and outside of CMHC, such as: patients, colleagues, clinicians, medical professionals & service providers.
  • Develop a structure for organizing and prioritizing functions to enhance departmental operations.
  • Provide guidance regarding medical documentation policies and procedures.
  • Review the correct completion of medical record request forms.
  • Perform medical record specific functions, such as: interfiling, searching PHI (Protected Health Information) numbers, creating new patient charts and volumes, thinning/purging of charts, delivery of charts, monitoring & tracking physical charts using the FilePro system and other systems.
  • Perform retrieval or archived charts from the outside storage vendor.
  • Navigate WITS (Workflow information Tracking Systems) and generate reports as requested.
  • Adhere to all local, state and federal laws, statutes & regulations. This includes accrediting agencies that may impact federal funding, for example: HIPAA (Health Insurance Portability and Accountability Act), OCR (Office for Civil Rights), CMS (Centers for Medicare and Medicaid Services), the Joint Commission.
  • Organize and maintain a neat physical environment of the Medical Records department.
When it opened in 1966, CMHC was part of a new vision: to treat people with mental illness in their communities, to provide a place for researchers from many fields to find new treatments, and to teach professionals in the care of mental illness.

The Connecticut Mental Health Center is an urban community mental health center with an exceptional 30-year tradition of serving individuals with serious mental illness.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period. For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

*You will be unable to make revisions once you submit your application for this posting to the JobAps system.

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position. Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

As a reminder:

  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.
  • This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses.
  • Applications to this recruitment may be used for future vacancies.
  • Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

For more information, we encourage you to contact the recruiter for this position, Joseph K. Fried at, (860) 924-7053.


In a state agency this class is accountable for the typing, processing and maintenance of patient files and for the monitoring of documentation deadlines.


Types medical forms, reports and summaries from rough copy or electronic recording devices; checks all documentation for correct patient name and number, completion of data and authorized signature; performs routine coding of information supplied by physicians and translated according to comprehensive reference guidelines; files paperwork in chronological order within appropriate section of patient folders; maintains physical folders and contents; maintains patient rosters for different disciplines (psychiatric, nursing, social work, rehabilitation, treatment plans) and notes whether reports have been filed at required intervals; maintains separate Medicaid/Medicare file and submits forms to physician or nursing staff for medical notation before periodic deadlines for continuation of coverage; follows periodic deadlines for reminding accountable staff of such requirements as physical exams, weight and blood pressure checks, lab work, X-rays, medication renewal, recertification of admission; may schedule patient appointments; performs related duties as required.


Knowledge of office systems and procedures including proper telephone usage and filing; knowledge of medical or psychiatric terminology as appropriate to the position; oral and written communication skills; skill and accuracy in typing; basic interpersonal skills; ability to operate office equipment which includes personal computers or other electronic equipment; ability to follow written and oral instructions.


Two (2) years of clerical experience.


One (1) year of the General Experience must have been in a medical or psychiatric environment as appropriate to the position.


Our ideal candidate will have experience:
  • In a hospital-based or mental health clinic setting
  • Using electronic file systems to monitor and track physical charts
  • Utilizing the information tracking systems to generate reports for agency stakeholders


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.



The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.