Records Management Assistant

Pay Range: $19 to $24 per Hour

Schedule: Mon-Fri 8am to 4pm

Join a Team That Changes Lives

For more than 170 years, Elwyn has been leading the way in supporting children, teens, and adults with autism, intellectual and developmental disabilities, and behavioral health challenges. As a mission-driven nonprofit, we're here to create real change - helping people lead meaningful, fulfilling lives.

Now, we're looking for passionate team members to join us. Here, your work will change lives - including your own. You'll make an impact every day, find purpose in what you do, and grow in a career that truly matters.

At Elwyn, we take care of you while you care for others. We offer:

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan

Join us and be a part of something bigger. Apply today.

Elwyn seeks a Receptionist/Records Management Assistant who serves in a dual-role position providing front desk reception services, records management support, and clerical support to specific of the ELS Leadership team. This role is responsible for creating a professional and welcoming environment while ensuring efficient administrative operations and accurate processing of educational records requests. The position supports daily office operations by providing timely communication and administrative assistance to staff and leadership, electronic file management, and submitting documents for review and signatures. In addition, the employee manages the processing of educational records release requests from parents of former students, school administrators, attorneys, and authorized outside agencies. Responsibilities include reviewing requests for completeness, verifying authorization and compliance with privacy regulations, retrieving records, coordinating approvals when necessary, and ensuring records are released accurately and securely in accordance with applicable policies and laws.

ESSENTIAL DUTIES AND RESPONSIBILITIES

RECEPTIONIST

• Work collaboratively with executive assistant in order to facilitate the flow of business within the program and larger organization.
• As the first point of contact for employees, visitors, and callers, the receptionist portion of the role manages incoming phone calls, greets and directs guests, schedules and coordinates meetings, and assists with general administrative tasks such as ordering office supplies and maintaining organized office spaces.
• Responds to requests within five (5) business days by returning calls and sending follow-up email confirming receipt and time to process.
• Retrieves messages from the IVR daily and sends email notifications to the ELS staff and their direct supervisor.
• Create meeting agendas in advance, take notes, and provide minutes; while upholding Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) requirements, confidentiality standards, and core values of Elwyn.
• Create/revise and proofread PowerPoint presentations, Word documents, and letters; convert and file PDF documents as needed

RECORDS MANAGEMENT

• Manages active, inactive, and archived educational student records for Elwyn's Early Learning Services (ELS) program in Philadelphia and Chester using our database systems, including the state of Pennsylvania's Enterprise to Link Information for Children Across Networks (PELICAN) system.
• Manage Annual ELS Destruction of Records annual process from start to finish in accordance with all internal policies and procedures including, but not limited to, working with Elwyn's Branding team to post yearly announcement of destruction to Elwyn's website.
• Interacts with Elwyn employees, families, educational clinicians, and members of the local healthcare and education community; and assists in processing valid Release of Information (ROI) while upholding Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Accountability Act (HIPAA) requirements, confidentiality standards, and core values of Elwyn.
• Reviews and retrieves daily requests received by phone, US Mail, Fax and via the ELS Records email and the IVR.
• Utilize the e-faxing system and electronic mail to respond to urgent requests for student records to ensure timely response.
• Ensure Student Records Release Requests (SRRR) are completed within fifteen (15) business days of receipt electronically or by US Mail to ensure compliance with statutory regulations and, if applicable, subpoenas served to ELS, also to outside entities (hospitals, doctor's offices, etc.) in accordance with Release of Information (ROI) standards.
• Document all medical/educational record requests including date of receipt, information sent, and date sent in the child record located in Elwyn's database to ensure a complete and accurate student file.
• Requesting approval from the Elwyn's Legal Team/s before sending records out that are requested
• Process, track, and reconciling payments received for records requests by cross-referencing each record request with invoices produced by the Finance department.
• Receive, sort, file, and scan new medical/educational records into the appropriate student record to ensure a complete and accurate student file.
• Perform other duties as assigned

QUALIFICATIONS

• High School diploma or graduate equivalency diploma (GED); associate degree in administrative service or related field preferred

• Minimum of 1-3 years of administrative, receptionist, or office support experience.

• Two (2) years' experience maintaining educational and/or health records management practices and document processing.

• Strong customer service interaction and interpersonal skills with the ability to interact professionally with employees, visitors, parents, attorneys, and external agencies.

• Excellent verbal and written communication skills, including professional phone etiquette.

• Strong organizational skills with the ability to manage multiple tasks and prioritize responsibilities in a fast-paced office environment.

• Experience handling confidential or sensitive information with a high level of discretion and attention to privacy requirements.

• Ability to review documentation for completeness and accuracy and maintain detailed records of requests and responses.

• Demonstrated strong attention to detail, time management and organizational skills.

• Demonstrated good judgment with the ability to solve problems and recommend solutions in consultation with supervisor

• Demonstrated ability to work effectively as part of a team with cross-functional team experience (organizing and managing process) working with all levels of the organization, across departments, and with outside vendors

• Demonstrated proficient experience with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint

• Experience working with cloud-based documentation storage; MILNER system preferred.

• Experience using Electronic Health Record (EHR) / Electronic Medical Record (EMR)

• Must have current, valid driver's license in state of residence, three (3) years driving experience in the United States, and acceptable driving record

2026-5317

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at ADArequest@elwyn.org and let us know the nature of your request and your contact information.

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