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.

Compensation
• 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

Benefits

• Medical, dental, and vision insurance
• 401(k) eligibility after one year of service
• Monthly reimbursement for transportation or parking expenses
• Full-time, on-site schedule - Monday through Friday, 9:00 AM – 6:00 PM
• Conveniently located near public transportation (6-minute walk from Newark Penn Station)

Equal Employment Opportunity Statement

Certum Legal Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, age, marital status, civil union status, domestic partnership status, disability, atypical hereditary cellular or blood trait, genetic information, veteran status, affectional or sexual orientation, gender identity or expression, or any other characteristic protected by applicable law.