Job Description

NYC Health + Hospitals/Sea View is a 304-bed long term care facility with a 5-Star CMS Quality Rating located on an 88-acre landmark campus in Staten Island's lush Greenbelt, easily accessible from all points by car and bus. Sea View provides high quality short-term rehabilitation and long-term skilled nursing services in a warm and comfortable setting. The facility is also well-known for its long-term care Traumatic Brain Injury unit, the first of its kind in New York State. From more than 600 Nursing Homes, Sea View ranked #1 in Newsweek’s Best Nursing Homes in New York 2023 & 2024. It also received high-performance ratings for Long-term Care and Short-term Rehabilitation from U.S. News & World Report’s Best Nursing Homes in America 2024. At NYC Health + Hospitals, our mission is to deliver high quality care health services, without exception. Every employee takes a person-centered approach that exemplifies the ICARE values (Integrity, Compassion, Accountability, Respect, and Excellence) through empathic communication and partnerships between all persons.

Work Shifts:

• M-F 9:00 A.M – 5:00 P.M.

Duties & Responsibilities:

Purpose of Position:

The Medical Records Specialist ensures the accuracy, compliance, and security of patient health information in alignment with hospital, state, and federal standards. The role supports daily operations, data integrity, mandated reporting, and overall quality of resident care. This position is responsible for scanning and indexing medical documentation, managing record retention in compliance with regulatory standards, ensuring data integrity through EMPI maintenance, and supporting clinical documentation improvement. The specialist also processes release of information requests in accordance with HIPAA and New York State guidelines, serving as a key liaison between the health information department and internal/external stakeholders.

Essential Duties and Responsibilities:

• Review, analyze, abstract, code, and index medical records using current coding classification systems (ICD/DRG/CPT).
• Prepare and maintain medical records, abstracts, and summaries; ensure completeness and accuracy prior to discharge or coding.
• Conduct data audits and comparative studies to monitor record quality, accuracy, and timeliness.
• Complete data correction forms and resolve discrepancies through provider and unit staff collaboration.
• Process release of information requests in accordance with HIPAA, legal, and hospital policies; validate authorizations and transmit via secure portals (e.g., Verisma).
• Prepare and submit required reports, including Congenital Malformations, Alzheimer’s Disease, Dementia, and other mandated state/federal forms.
• Organize, scan, index, archive, and retrieve records using Epic Media Manager and other systems; maintain structured digital and physical filing systems.
• Identify and log records meeting retention criteria; prepare eligible files for secure destruction.
• Support MDS assessments, risk management reviews, and patient account investigations through record analysis.
• Perform QA checks prior to uploads into PCC and maintain clerical documentation logs and shared drives.
• Provide guidance and instruction to health care staff on documentation and coding standards; support orientation of new staff in record management procedures.
• Assist in preparing departmental reports, correspondence, and compliance monitoring materials; contribute feedback for process improvement.
• Serve as liaison between Medical Records, administrative leadership, clinical programs (Pharmscript, Integra, Medical Affairs), residents, families, and external stakeholders regarding record requests and documentation procedures.
• May supervise clerical or administrative staff as assigned.
• Ensure confidentiality and security in the handling, storage, transport, and disposal of medical records.
• Perform related clerical and administrative tasks as required.

Minimum Qualifications:

• High school diploma or its educational equivalent, approved by a State’s Department of Education or a recognized accrediting organization; and
• Completion of a coding or billing, medical record technology or health information technology (HIT) program approved by a nationally accredited agency (e.g., the American Health Information Management Association (AHIMA) or the Commission on Accreditation for Health Informatics and Information Education (CAHIIM)); or
• Certified Coding Specialist (CCS) by AHIMA, Certified Professional Coder (CPC) by the American Academy of Professional Coders (AAPC) or Certified Medical Billing Specialist (CMBS) by the Medical Association of Billers (MAB); or
• Two (2) years of satisfactory experience in coding and/or abstracting medical records in a health care setting.

Benefits:
NYC Health and Hospitals offers a competitive benefits package that includes:

• Comprehensive Health Benefits for employees hired to work 20+ hrs. per week.
• Retirement Savings and Pension Plans.
• Paid Holidays and Vacation in accordance with employees' Collectively bargained contracts.
• Loan Forgiveness Programs for eligible employees.
• College tuition discounts and professional development opportunities.
• College Savings Program.
• Union Benefits for eligible titles.
• Multiple employee discount programs.
• Commuter Benefits Programs.

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