Medical Records Coordinator

Overview

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. This role serves as the operational backbone for medical documentation across Certum Legal Solutions’ claimants’ portfolio, ensuring records are obtained accurately, on time, and in compliance with all applicable laws and regulations. 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.

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. This role serves as the operational backbone for medical documentation across Certum Legal Solutions’ claimants’ portfolio, ensuring records are obtained accurately, on time, and in compliance with all applicable laws and regulations. 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, 9:00 AM – 6:00 PM 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).

Compensation

• Base Salary: $50,000 to $65,000
• Performance-Based Bonus: Up to $15,000 per year, paid bi-weekly
• Discretionary Year-End Bonus