Records Management Coordinator (Hybrid)

Imedview is a claims and litigation service partner with over 20 years of experience in the industry. Our expertise allows us to proudly serve both legal and insurance professionals nationwide. With a passion for delivering outstanding customer service and building lasting client relationships, we’re growing fast — and we pride ourselves on impeccable customer service and client relations. Why Imedview? Proven Success: From a team of 10 to over 150 employees, with a retention rate of 90%+. Award-Winning Culture: A six-time “Great Place to Work” honoree, recently named to the Fortune Best Workplaces in New York 2026 list (small & medium business category). Client-Centric Approach: We’re more than a vendor - we’re a trusted partner. Location Priority This is a remote role designed to support flexibility while maintaining strong team collaboration. Candidates should reside within 100 miles of our Saugerties, NY office. While day-to-day work is performed remotely, periodic onsite attendance may be required for meetings, training, team events, and other business-related activities. Employees residing within 100 miles of the office will be expected to attend monthly in-person meetings. About the Role This role plays a critical part in ensuring the timely, accurate, and compliant retrieval of sensitive records. As a Records Management Coordinator, you’ll take ownership of assigned record requests once they are submitted to the record custodian, helping move each service toward completion while serving as a liaison between clients, facilities, and internal departments. The position requires strong communication, organization, attention to detail, and thorough documentation within internal systems, along with a commitment to maintaining confidentiality and providing responsive service. This is a great opportunity for someone who enjoys staying organized, building professional relationships, and solving problems to keep things moving. The ability to work independently, manage multiple priorities, and follow through on outstanding requests is essential to success in this fast-paced environment. Responsibilities include, but not limited to: Build and maintain consistent communication with custodians to ensure timely completion of record requests, using phone, portal, email, and other contact methods as needed Document all interactions, updates, and progress in our company’s software, including both viewable and non‐viewable notes to demonstrate due diligence Upload all received records, rejections, certificates of no records, and invoices, ensuring accuracy and proper placement Review documents uploaded by facilities through the portal to confirm completeness and correct categorization Update and maintain the internal address book by adding new contacts, removing outdated information, and noting portal usage for communication or record retrieval Ensure efficient, accurate, and compliant completion of record retrieval services from initiation through conclusion Utilize electronic systems and tools to manage, track, and support medical record retrieval activities Work independently within assigned retrieval tasks while maintaining strong communication and building positive, professional relationships with clients and facilities Practice confidentiality and secure handling of sensitive records in accordance with compliance standards Use problem-solving and follow-up skills to address delays, missing information, or other challenges that may arise during the retrieval process Perform additional duties as assigned to support business needs in a fast‐paced environment Qualifications: 1-3 years of experience in medical authorizations, healthcare administration, medical records, or related fields Experience and comfortable with multiple modes of communication (phone, email, etc.) Experience in customer service, working with legal/healthcare industry preferred Has a proficient understanding of MS Office suite (Excel, Word, Outlook) Not afraid to learn new technology/software Organizational skill and attention to detail College degree preferred Physical Requirements Ability to sit, stand, and use standard office equipment for extended periods; occasional lifting up to 20 lbs. may be required. Working Conditions Employees residing within 100 miles of the office may be required to maintain regular in-office attendance. Employees residing outside of 100 miles may be required to travel intermittently to the office (travel expenses covered by the company) and attend company-hosted events with advance notice. What We Offer Company-provided equipment to perform essential job duties 401(k) with employer match and profit sharing (when eligible) Comprehensive health, dental, and vision coverage HSA and FSA options, company-paid life insurance, and short-term and long-term disability A full hour of paid lunch, every day Paid time off and holidays — plus extra paid days for your birthday, work anniversary, and volunteering We are an equal opportunity employer and hire based on merit. We are committed to creating an inclusive workplace and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable law.