Medical Records Coordinator: HIPAA & EMR Expert

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 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,