Medical Records Associate

CitiMed; New York (NY); On-site; USD 42,000 - 59,000; Full time

Benefits offered by this job

Equal Opportunity Employer

Job summary

CitiMed is seeking a Medical Records Associate to manage the accuracy, integrity, and flow of medical records across the practice. You will reconcile EMR and hard-copy records, respond to third-party requests, and prepare notification letters for incomplete records, ensuring adherence to HIPAA and internal workflows.

The role requires experience with EMR/EHR systems, strong attention to detail, and the ability to work independently or in a multidisciplinary healthcare team within a diverse,

Qualifications

• Strong knowledge of medical records management practices, HIPAA regulations, and release of information procedures.
• Proficiency with EMR/EHR systems and familiarity with reconciling electronic and hard-copy records.
• Excellent attention to detail and accuracy in data entry, filing, and record organization.
• Strong organizational and time-management skills, with the ability to manage multiple requests and deadlines.
• Clear written and verbal communication skills for corresponding with physicians, third-party requesters, and internal staff.
• Ability to handle confidential and sensitive patient information with discretion and professionalism.
• Analytical and research skills for resolving discrepancies between systems and records.
• Familiarity with medical terminology and documentation standards.
• Basic proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to work independently as well as collaboratively within a multidisciplinary healthcare team.
• Prior experience in a Medical Records/HIM department, healthcare administration, or related clerical role preferred.

Responsibilities

• Cooperatively meet organizational work standards as part of the patient care team.
• Assist with processing release of information requests per workflows.
• Perform clerical tasks familiar with Medical Record Department functions and policies.
• Demonstrate ability to perform technical, service and clerical tasks.
• Receive, check, edit, assemble, analyze and sort medical records as requested.
• Purge medical record documents and reports, conducting research when necessary.
• Merge EMR and hard copy records to align visit history with EMR data.
• Perform data entry, data inquiry and data updates.
• Respond to inquiries about deficiencies, documentation requirements and physician assignment.
• Handle requests from third-party requesters including subpoenas.
• Verify and validate transcription service reports.
• Prepare and mail incomplete and delinquent record notification letters to physicians (manual and electronic).
• Carry out other duties as assigned by management.

Skills

HIPAA compliance

EMR/EHR systems

Data entry

Time management

Documentation standards

Microsoft Office

Communication

Confidentiality

Analytical skills

Medical terminology

Teamwork

Tools

EMR systems software

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

CitiMed is a unique medical facility that provides exclusive healthcare amenities to our community. The range of medical and rehabilitative services offered has been specifically selected to treat traumatic injury patients. We provide a variety of health services including diagnostic and rehabilitation. Our vision directs the evolution of our practice, as we strive to improve our services to the community. All CitiMed offices are multilingual and staffed with individuals to make any experience pleasant. You can learn more about us at CitiMed.

About the Role

As a member of the total patient care team in CitiMed, the Medical Records Associate cooperatively and effectively meets organizational work standards while managing the accuracy, integrity, and flow of medical records across the practice. This role processes release of information requests according to established workflows and performs clerical work that requires familiarity with Medical Record Department functions, policies, and practices. The Associate receives, checks, edits, assembles, analyzes, and sorts medical records alphabetically or numerically, and purges medical record documents and reports, conducting research when necessary. A key part of the role involves reconciling EMR and hard-copy records to ensure that visit history and demographic data remain consistent across systems, along with performing related data entry, data inquiry, and data updates. The Associate responds to inquiries regarding documentation deficiencies, requirements, and physician assignment, and handles requests for information from third-party requesters such as physicians, insurers, attorneys, and courts of law, including subpoenas. Additional responsibilities include verifying and validating transcription service reports, as well as preparing and mailing incomplete and delinquent record notification letters to physicians, both manually and electronically.

Responsibilities

• As a member of the total patient care team, must cooperatively and effectively meet organizational work standards.
• Assists with processing of all release of information requests as per the established workflows.
• Performs clerical work requiring application of various work methods and procedures and familiarity with Medical Record Department functions, policies, and practices.
• Demonstrates the ability to perform technical/service/clerical tasks.
• Receives, checks, edits, assembles, analyzes, sorts medical records as requested. (alphabetically or numerically).
• Purges medical record documents and reports, conducting research when necessary.
• Performs research to efficiently merge EMR and hard copy medical records and demographic data as required to ensure visit history information is the same as information in the EMR system.
• Performs data entry, data inquiry and data updates.
• Responds to inquiries regarding deficiencies, documentation requirements and physician assignment.
• Responds to requests for information from third party requesters (physicians, insurers, attorneys, courts of law, etc.) including subpoenas.
• Verifies and validates transcription services reports.
• Manually and electronically prepares and mails incomplete and delinquent record notification letters to physicians.
• Other responsibilities as requested by management.

Required Skills

• Strong knowledge of medical records management practices, HIPAA regulations, and release of information procedures
• Proficiency with EMR/EHR systems and familiarity with reconciling electronic and hard-copy records
• Excellent attention to detail and accuracy in data entry, filing, and record organization
• Strong organizational and time-management skills, with the ability to manage multiple requests and deadlines
• Clear written and verbal communication skills for corresponding with physicians, third-party requesters, and internal staff
• Ability to handle confidential and sensitive patient information with discretion and professionalism
• Analytical and research skills for resolving discrepancies between systems and records
• Familiarity with medical terminology and documentation standards
• Basic proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to work independently as well as collaboratively within a multidisciplinary healthcare team
• Prior experience in a Medical Records/HIM department, healthcare administration, or related clerical role preferred

CitiMed is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law. All employment decisions are based on qualifications, merit, and business need.