Medical Legal Record Retrieval Specialist

Full-Time In office, Hibrid, or Remote Positions Available Hours: Monday – Friday | 8:00 AM – 5:00 PM PST

About the Position:

Growing legal copy service company is seeking a highly motivated and detail-oriented Coordinator / Expeditor to join our team full-time. This is a remote position ideal for someone who thrives in a fast-paced environment, communicates professionally, and is skilled at managing deadlines while handling record retrieval and client coordination.

The ideal candidate is proactive, organized, comfortable making a high volume of calls, and capable of independently resolving issues to ensure records are obtained in a timely manner.

Responsibilities

Responsibilities include, but are not limited to:

Handle 40–50 incoming and outgoing calls daily to medical facilities, providers, and record custodians as a scheduler, coordinator, and appointment setter.

Follow up on pending record requests and ensure records are retrieved within required deadlines.

Build strong working relationships with clients to ensure excellent customer satisfaction.

Develop professional relationships with facilities and provider offices to help escalate delays and expedite record retrieval.

Perform research and verification of provider information and facility requirements.

Manage calendars, scheduling appointments, and monitoring pending deadlines.

Conduct EAMS searches and case-related research.

Review records and documents received to verify accuracy and completeness.

Review provider billing and ensure invoice accuracy prior to processing.

Prepare, send, receive, and respond to correspondence including:

Bills

Declarations of Due Diligence

Legal correspondence

Status updates

Provider communication

Handle administrative tasks including:

Filing

Faxing

Mailing

Email correspondence

Document organization

Qualifications

We are looking for someone who has:

Prior experience working in a legal copy service strongly desired but not required.

Experience with medical record retrieval, subpoena processing, or legal support services is a strong plus.

Excellent customer service and relationship-building skills.

Ability to work independently with minimal supervision.

Strong organizational skills with the ability to manage multiple priorities simultaneously.

Ability to think critically and solve problems creatively when encountering delays or obstacles.

Experience working in a fast-paced deadline-driven environment.

Strong verbal communication skills with excellent phone etiquette.

Active listening skills and professional communication style.

Experience using:

Microsoft Excel

Microsoft Word

Email systems

Calendars

Internet-based research tools

Ability to work well with others while maintaining accountability in a remote work environment.

Positive attitude, professionalism, and strong work ethic.

Compensation & Benefits

$20 – $21 per hour (based on experience and geographic location)

Direct Deposit

Paid Holidays (after successful completion of 90-day probationary period)

Vacation Accrual

What We Value

We are looking for someone who is:

Detail-oriented

Reliable

Professional

Solution-focused

Comfortable handling high-volume communication

Able to work under pressure while maintaining accuracy

Committed to delivering exceptional service to our clients