Medical Records Subpoena Coordinator

Job Description

Job Description

Benefits:

• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

The Medical Records & Subpoena Specialist is responsible for preparing and submitting medical records requests, drafting and tracking subpoenas, and preparing HIPAA-compliant authorizations/releases. This role is detail-oriented, deadline-driven, and ideal for someone who enjoys structured work, clear processes, and supporting litigation.

You will work closely with claims professionals, attorneys, and providers’ medical records departments to ensure timely, accurate, and compliant production of records.

Key Responsibilities

• Prepare, submit, and track medical records requests to hospitals, clinics, and other healthcare providers.

• Draft subpoenas for medical records using firm templates and jurisdiction-specific requirements.

• Draft and edit HIPAA-compliant authorizations and release forms for medical records.

• Maintain detailed logs of all outgoing requests, subpoenas, and authorizations, including dates, responses, and follow-ups.

• Communicate with medical records departments, copy services, and law firms to resolve questions or deficiencies.

• Monitor deadlines and statutes, escalating issues when responses are delayed or incomplete.

• Follow standardized workflows and contribute to process improvements and template updates.

• Protect confidential and protected health information (PHI) in compliance with HIPAA and applicable state laws.

Qualifications

Required:

• Strong attention to detail and ability to manage a high volume of requests with varying deadlines.

• Excellent written communication skills (clear, concise, and professional).

• Comfortable working with electronic records, databases, and document management systems.

• Proven ability to handle confidential information with discretion.

Preferred:

• Experience handling medical records requests, subpoenas, or authorizations in a legal, insurance, or healthcare setting.

• Basic understanding of HIPAA privacy rules and release of information requirements.

• Experience working with medical malpractice, bodily injury, or other liability claims.

• Prior work in a law firm, TPA, or insurance carrier environment.

Skills and Competencies

• Detail-oriented : Catches small errors in names, dates of birth, date ranges, and provider information.

• Organized : Manages multiple open requests, follow-ups, and deadlines without losing track.

• Process-driven : Follows checklists and standard procedures, suggests improvements when appropriate.

• Professional communication : Interfaces comfortably with providers, law firms, and claims personnel by email and phone.

• Tech-savvy : Learns new systems quickly and works efficiently in a digital environment (PDF tools, spreadsheets, practice management or claim systems).

Work Environment

• Small, specialized team with direct access to decision-makers.
• Mix of independent, focused work and collaborative problem-solving.
• Primarily electronic workflow (minimal paper).
• Flexible scheduling within normal business hours.

Compensation and Benefits

• Competitive hourly rate or salary commensurate with experience.
• Paid time off and holidays.
• Health, Dental and Vision Insurance
• 401K