On-Site Medical Records Coordinator | HIPAA & Compliance

Essen-Health-Care-67237d2d; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Essen Health Care seeks a detail-oriented Medical Records Coordinator to manage incoming requests from patients, insurers, attorneys and government agencies, verify identity, and release information securely under HIPAA and NY state rules.

This on-site role offers a path into health information management within our growing network of 50+ locations, with close collaboration across billing, clinical and compliance teams.

Qualifications

• High school diploma or equivalent.
• 1-2 years of experience in medical records, health information management, ROI, or 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.

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 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 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.

Education

High school diploma or equivalent

RHIT or CHPS or HIM/medical records credential

Bilingual (Spanish/English)

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Essen Health Care seeks a detail-oriented Medical Records Coordinator to manage incoming requests from patients, insurers, attorneys and government agencies, verify identity, and release information securely under HIPAA and NY state rules.

This on-site role offers a path into health information management within our growing network of 50+ locations, with close collaboration across billing, clinical and compliance teams.