Medical Records Clerk

Roles and Responsibilities:

• Request Medical Records:
  Submit timely and accurate requests to medical providers, hospitals, imaging centers, and other healthcare facilities.
• Track and Follow Up:
  Monitor outstanding requests, follow up regularly with providers, and escalate delays to ensure records are received promptly.
• Review and Organize Records:
  Sort, label, and organize medical records chronologically or by treatment type for attorney and case manager review.
• Verify Completeness:
  Check records for completeness and accuracy; identify and request any missing pages, signatures, or dates.
• Maintain Confidentiality:
  Handle all medical records in compliance with HIPAA regulations and firm privacy policies.
• Data Entry and Case Management:
  Enter record status updates and summaries into the firm’s case management system and update relevant case files.
• Coordinate with Legal Team:
  Communicate record status and provide access to documents for attorneys, paralegals, and case managers.
• Scan and Upload Records:
  Digitize paper records and upload electronic files to client folders using the firm’s document management system.
• Assist with Medical Chronologies:
  Support legal staff by preparing basic medical summaries or assisting in creating medical chronologies, if required.
• Invoice Management:
  Track and submit payment requests for medical record fees and ensure proper billing and documentation.
• Respond to Provider Inquiries:
  Address questions from providers regarding authorizations, payment, or release forms.

Education & Experience:

• High school diploma or GED required; associate degree or certification in health information management or legal studies is a plus.
• 1–2 years of experience in a legal, medical, or insurance office setting preferred.
• Prior experience handling medical records, especially in personal injury or workers’ compensation cases, is highly desirable.

Skills & Qualifications:

• Strong knowledge of medical terminology, diagnoses, and treatment types.
• Familiarity with HIPAA regulations and confidentiality standards.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and document management systems.
• Experience with case management software (e.g., Filevine, Clio, SmartAdvocate, Needles) is a plus.
• Excellent organizational skills and attention to detail.
• Strong communication skills for interacting with providers, staff, and attorneys.
• Ability to handle high-volume requests and multitask under deadlines.
• Basic understanding of legal procedures related to injury cases and medical documentation.

Additional Requirements:

• Ability to manage sensitive information with discretion.
• Comfortable with both electronic and paper file handling.
• Reliable and self-motivated with a strong sense of accountability.
• Bilingual (English/Spanish) preferred but not required.