Job Title: Medical Records & Compliance Coordinator

Department: Compliance

Reports To: VP of Compliance

Location: 760 E 160th Street Bronx NY 10456

FLSA Status: Non-Exempt

Job Summary:

The Medical Records & Compliance Coordinator is responsible for the timely and accurate processing of medical records requests across Argus Community, Inc.'s affiliate programs, ensuring compliance with HIPAA, 42 CFR Part 2, OASAS, OMH, and other applicable regulations. This entry-level role is a strong fit for a detail-oriented self-starter who can manage a high volume of records requests while also supporting the Compliance Department with general administrative and regulatory tasks. The ideal candidate is organized, detailed oriented, and comfortable working independently in a fast-paced, high-volume environment.

Primary Duties & Responsibilities include:

• Process incoming requests for medical records (releases of information) from clients, attorneys, insurance companies, government agencies, and other authorized parties in a timely and accurate manner.
• Verify the validity of authorizations and consents prior to releasing any protected health information (PHI), ensuring compliance with HIPAA and 42 CFR Part 2 requirements for substance use disorder records.
• Maintain a tracking log of all records requests, monitor turnaround times, and follow up on outstanding or overdue requests to keep pace with high request volume.
• Retrieve, copy, scan, upload, and file medical records and related documentation, both electronic and paper-based, across multiple program sites.
• Respond to subpoenas, court orders, and legal requests for records in coordination with the VP of Compliance and legal counsel.
• Communicate professionally with clients, external requestors, and internal staff regarding the status of records requests.
• Maintain strict confidentiality of all client information in accordance with agency policy and applicable law.
• Assist the Compliance Department with general administrative support, including maintaining compliance files, tracking staff training completion, and organizing documentation for audits and regulatory reviews.
• Support internal chart audits, billing audits, and quality assurance reviews by pulling records and organizing documentation as directed.
• Help maintain the department's policy and procedure library, ensuring documents are current and properly filed.
• Assist with tracking incident reports, corrective action plans, and other compliance documentation as assigned.
• Identify opportunities to streamline the records request process and reduce backlog given limited departmental staffing.
• Perform other duties as assigned by the VP of Compliance.

Qualifications/Criteria:

• Minimum 0-2 years of office administration, medical records, health information, or related experience; healthcare or behavioral health setting preferred but not required.
• Working knowledge of HIPAA and confidentiality requirements; familiarity with 42 CFR Part 2 a plus (training will be provided).
• Exceptional organizational skills with the ability to manage a high volume of requests and multiple deadlines simultaneously.
• Excellent verbal and written communication skills.
• Can be depended on to complete work in a timely, accurate, and thorough manner.
• Exhibits a professional manner in dealing with others and works to maintain constructive working relationships.
• High degree of discretion and sound judgment when handling sensitive and confidential information.
• Comfortable working independently and prioritizing competing tasks in a lean-staffed department.
• Must be proficient in Microsoft Office programs, including Word, Excel, and PowerPoint; comfort with electronic health record (EHR) systems and scanning/document management tools preferred.

Education:

• High School Diploma or GED equivalent required; Associate's degree or coursework in health information management, medical office administration, or a related field preferred.