On-Site Medical Records Coordinator - HIPAA & ROI Focus

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

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.