Medical Records Coordinator

Essen Medical Associates; New York (NY); On-site; USD 40,000 - 60,000; Full time

Job summary

Essen Health care in New York is seeking a detail-oriented Medical Records Coordinator to manage incoming records requests and ensure releases comply with HIPAA and New York State requirements. This on-site role offers an entry point into compliance and health information management careers.

You will verify authority, retrieve records from the EHR, and maintain audit-ready files while coordinating with providers, billing, and clinical staff to resolve requests and support audits.

Qualifications

• Experience in medical records or health information management (1–2 years).
• Knowledge of HIPAA privacy rules and patient confidentiality.
• Experience navigating EHR systems.
• Proficiency in Microsoft Excel, Word, and Outlook.

Responsibilities

• Receive, log, and process medical records requests from patients, insurers, attorneys, government agencies, and other providers.
• Verify patient identity, requestor authority, and valid authorizations before any release.
• Determine the appropriate scope of each release under HIPAA and NY State law, escalating unclear or sensitive requests to Compliance.
• Retrieve records from the EHR and other sources, and review them for completeness before release.
• Apply protections for specially protected information (mental health, HIV-related, substance use) according to policy and guidance.
• Maintain a request tracker with due dates, status, and outcomes, flag at-risk deadlines to leadership.
• Document all disclosures accurately in the accounting-of-disclosures log.
• Coordinate with providers, billing, and clinical staff to obtain missing documentation.
• Respond to requestor inquiries by phone and email in a professional, timely manner.
• Support record pulls for payer or internal audits as needed.
• Keep organized, audit-ready files for every request.
• Report suspected privacy incidents or improper disclosures to Compliance immediately.

Skills

Attention to detail

Multitasking

HIPAA privacy rules knowledge

Written and verbal communication

Education

High school diploma or equivalent

Tools

EHR systems

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Overview

Essen Health Care is the largest privately held, multispecialty medical group in New York, providing high-quality, compassionate care to some of the state's most vulnerable and underserved residents.

Founded in 1999, we’ve grown from a single primary care office into a network of 50+ locations offering urgent care, primary care and specialty services, from women’s health to endocrinology and psychiatry. We also provide nursing home support, care management, and in-home care through our Essen House Calls program. Guided by a Population Health model, our team of 500+ providers deliver care in-person, at home, or via telehealth, ensuring patients get the support they need when and where they need it.

We’re looking for talented, motivated individuals to join our growing team. Whether you’re a medical provider, administrator, or operations professional, there’s a career here for you. Join us in making a real difference in the health of our community.

Job Summary

We are seeking a detail-oriented Medical Records Coordinator to manage incoming medical records requests from patients, insurers, attorneys, and government agencies. You will verify requests, retrieve and review records, and release information accurately, securely, and on time, in line with HIPAA and New York State requirements. This is an on-site role in a healthcare setting and a strong entry point into a long-term compliance or health information management career.

Responsibilities

• Receive, log, and process medical records requests from patients, insurers, attorneys, government agencies (e.g., SSA), and other providers
• Verify patient identity, requestor authority, and valid authorizations before any release
• Determine the appropriate scope of each release under HIPAA and applicable NY State law, escalating unclear or sensitive requests to Compliance
• Retrieve records from the EHR and other sources, and review them for completeness before release
• Apply required protections for specially protected information (e.g., mental health, HIV-related, and substance use records) according to policy and Compliance guidance
• Maintain a request tracker with due dates, status, and outcomes, and flag at-risk deadlines to leadership
• Document all disclosures accurately in the accounting-of-disclosures log
• Coordinate with providers, billing, and clinical staff to obtain missing documentation
• Respond to requestor status inquiries by phone and email in a professional, timely manner
• Support record pulls for payer or internal audits as needed
• Keep organized, audit-ready files for every request
• Report suspected privacy incidents or improper disclosures to Compliance immediately

Qualifications

• High school diploma or equivalent
• 1-2 years of experience in medical records, health information management, ROI, or a healthcare administrative setting
• Working knowledge of HIPAA privacy rules and patient confidentiality
• Experience navigating EHR systems
• Proficiency in Microsoft Excel, Word, and Outlook
• Strong attention to detail and the ability to manage multiple deadline-driven requests at once
• Clear written and verbal communication skills

Preferred Qualifications

• Direct release of information (ROI) experience
• Familiarity with New York State medical records and privacy requirements
• Certificate or credential such as RHIT, CHPS, or an HIM/medical records program
• Bilingual (Spanish/English)

Work Requirements

This is an on-site position. The Medical Records Coordinator must be available to work at the assigned location during regular business hours.

Equal Opportunity Employer

Essen Health care is proud to be an equal opportunity employer, and we seek candidates who desire to work in and serve an ethnically diverse population.