Position Summary
The Medical Records Coordinator is responsible for the systematic acquisition, organization, tracking, and management of medical records in support of both mass tort and single-event litigation matters. The ideal candidate brings exceptional organizational skills, a thorough understanding of medical record retrieval processes, and the ability to manage high-volume, detail-intensive workflows across multiple case types simultaneously.
Key Responsibilities
Records Coordination
- Coordinate with case workup, discovery, and settlement teams to ensure records support each phase of the litigation lifecycle.
- Coordinate with retrieval vendors, healthcare providers, and third-party record services to ensure timely fulfillment of requests.
- Collaborate with case workup teams to prioritize record retrieval based on litigation milestones and deadlines.
- Work directly with treating providers, hospitals, and diagnostic centers to obtain complete and accurate records in a timely manner.
- Track and manage medical authorization forms in compliance with HIPAA and applicable state regulations.
- Maintain up to date statuses and reports on all outstanding and received medical record requests.
- Identify and resolve discrepancies, duplicate records, or missing documentation in collaboration with legal staff.
Vendor & Provider Relations
- Serve as the primary point of contact for medical record retrieval vendors and healthcare provider HIM departments.
- Negotiate turnaround timelines, resolve fulfillment issues, and escalate provider non-compliance as needed.
Qualifications
Required
- 2+ years of experience in medical records coordination, retrieval, or health information management in a legal, insurance, or healthcare setting.
- Strong working knowledge of HIPAA regulations and medical authorization requirements.
- Proficiency with case management platforms, document management systems, and/or litigation support software.
- Exceptional organizational skills with the ability to manage multiple high-volume workstreams simultaneously.
- Strong written and verbal communication skills for vendor, provider, and internal team coordination.
- High attention to detail and accuracy in data entry and record tracking.
Preferred
- Experience in mass tort litigation environments or plaintiff-side law firms.
- Familiarity with Salesforce or comparable CRM/case tracking systems.
- Knowledge of medical terminology and basic understanding of injury causation in the context of litigation.
- Associate’s or Bachelor’s degree in Health Information Management, Paralegal Studies, or a related field.
- RHIT, RHIA, or similar HIM certification is a plus.
Core Competencies
- Detail Orientation – Maintains precision in record tracking, data entry, and documentation across large case volumes.
- Organization & Prioritization – Manages competing deadlines across mass tort portfolios and single-event matters with consistency.
- Communication – Communicates clearly and professionally with medical providers, vendors, legal staff, and clients.
- Problem-Solving – Proactively identifies and resolves gaps, delays, or discrepancies in the records retrieval process.
- Confidentiality & Integrity – Handles sensitive health information with professionalism, discretion, and full regulatory compliance.
- Adaptability – Thrives in a fast-paced litigation support environment with evolving priorities and high expectations.
Work Environment
This is a full-time position. The role is in-office five days a week, 9am – 6pm ET. Occasional overtime may be required during high-volume litigation phases or approaching settlement deadlines.
● Office environment is comfortable and designed to be conducive to a professional, productive and collaborative workplace, including dual monitors,
privacy dividers, headsets and webcams for virtual meetings
● Coffee, soft drinks and snacks are available to the team
● Office leverages technology to make it easier for the team to excel
● Office is conveniently located attached to Newark Penn Station (buses & trains available)
● Base Salary of $50,000 to $65,000
● Performance-based bonus of up to $15,000 per year, paid bi-weekly
● Discretionary year-end bonus
#IND2
Pay: $50,000.00 - $65,000.00 per year
Work Location: In person
