Medical Records Coordinator

Certum Legal Solutions•Newark, NJ

13h•$50,000 - $65,000

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.