Medical Records Coordinator

**This is an on-site position located in Roslyn, NY.**

General Summary:

The Medical Records Coordinator is responsible for obtaining, organizing, and maintaining medical records and related documents for ongoing litigation. This role is crucial in ensuring that attorneys and legal staff have accurate and complete medical documentation to support case strategy and preparation.

Essential Duties & Responsibilities:

• Request, track, and obtain medical records, radiology films, billing records, and related documents from healthcare providers, hospitals, and other entities for purposes of supporting litigation preparation and maintaining accurate case files.
• Prepare, request, and process medical record authorizations to ensure compliance with HIPAA and firm requirements.
• Review, index, and organize medical records for attorney review and expert witness to use and navigate efficiently.
• Maintain detailed records of all requests, follow-ups, and received medical documentation to ensure timely case progress.
• Collaborate with attorneys, paralegals, and expert witnesses to ensure all necessary records are available and accessible.
• Accurately track personal time spent on tasks and record billable hours in accordance with firm policies.
• Manage electronic and paper filing systems to ensure efficient record retrieval.
• Utilize ChoiceLegal to process, manage, and track medical record requests efficiently.
• Provide back-up support to receptionist phones as needed to ensure seamless office coverage.
• Perform online research to locate and evaluate qualified testifying experts for active in-house litigation matters.
• Coordinate and process check requests and corresponding payments for medical/legal records.
• All other duties deemed appropriate by management.

Education & Qualifications:

• Associate’s degree required; bachelor’s degree or paralegal certificate preferred.
• 2 years’ experience in a law firm, medical office, or insurance/legal environment handling medical records preferred.
• Exhibit meticulous attention to detail in handling files to ensure proper documentation.
• Ability to manage multiple requests and deadlines simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite.
• Experience with time entry and billing systems; ability to record billable hours accurately.
• Knowledge of HIPAA and privacy regulations.
• Ability to work independently, think critically, and troubleshoot challenges with minimal supervision.
• Ability to maintain a cooperative, courteous, and professional relationship while speaking with management; ability to communicate effectively with diplomacy and professionalism.
• Ability to function in a professional office environment and utilize standard office equipment.

The actual compensation for this position will be determined by experience and other factors permitted by law.