Medical records specialist

Who are we seeking?

We’re looking for a Medical Records Specialist who is meticulous, organized, and thrives in a remote work environment. If you have experience managing sensitive documents, coordinating with third-party providers, and supporting legal or healthcare operations, this role is for you.

You’ll play a critical part in retrieving and organizing medical records for active legal cases — ensuring every file is accurate, complete, and delivered on time.

About us

A leading legal support services provider that has been helping personal injury law firms across the U.S. since 2011. Their mission is simple: help legal teams win by delivering fast, accurate, and dependable support — from medical record summaries to case coordination.

With a reputation for excellence and deep knowledge of the civil litigation process, they offer 24/7 service and work with a wide range of case management systems. Attorneys and paralegals trust this team for their speed, accuracy, and commitment to quality.

What will you do?

You’ll be the engine behind smooth and timely medical record handling. Expect to:

• Request medical records from healthcare providers, hospitals, and custodians
• Draft and send formal requests, authorizations, and necessary forms
• Ensure compliance with HIPAA and confidentiality standards
• Follow up via email, fax, and phone to ensure timely retrieval
• Coordinate billing and invoicing with the accounting team
• Keep detailed track of all outstanding requests and escalate issues as needed
• Review and organize incoming records for accuracy and compliance
• Ensure all invoices are correct and all documentation is complete

Hard skills

• Strong experience working with confidential data portals, invoices, and reporting tools
• Prior exposure to legal, financial, or healthcare record management
• Proficient in record retrieval processes and document management

Soft Skills

• Laser-sharp attention to detail
• Top-notch organizational skills
• Problem-solving mindset with a proactive attitude
• Customer service orientation

Education

Degree or certification in Administration, Healthcare, or a related field preferred

Experience

Must have At least 2-3 years of professional experience in records management, or related fields

Previous experience in legal, accounting, financial, or medical records is a huge plus

Case management or record tracking systems (for monitoring request status and timelines)

MS Excel / Google Sheets for tracking and reporting

Email and communication tools for provider coordination

Fax / digital fax platforms for record requests and follow-ups

Highly Preferred: Experience working with medical records custodial/ROI platforms such as Ciox, Datavant, MRO, or ChartSwap

Language

Proficient in English (spoken and written), with strong communication skills to liaise with U.S.-based legal teams

What’s in store for you?

100% remote work – Work from anywhere with reliable internet

Work with a mission-driven legal support team that values accuracy, accountability, and professionalism

Supportive, flexible culture that values results over clock-punching

Remuneration

Competitive salary based on your experience and qualifications

Performance Bonus: Based on monthly record requests processed

Benefits

Work-life balance

Ongoing training and professional development

Be part of a fast-paced, collaborative, and highly respected legal services provider