medical Records Operations Manager , Law firm

Job Description

Job Description

Preferred Background:

Bachelor’s degree preferred;

3+ years of experience in LEGAL medical records retrieval, claims operations, litigation support, healthcare administration, or a similar records-management role;

Prior experience supporting plaintiff-side mass tort, mass arbitration, personal injury, or other high-volume claimant matters is strongly preferred.

Summary of Position:

For prestigious mid-sized plantiffs’ law firm operations professional sought to manage the intake, organization, tracking, and fulfillment of claimant medical records for the firm’s mass tort and mass arbitration matters. The ideal candidate will work closely with attorneys, operations, intake, and outside medical records vendors to move records requests efficiently from claimant submission through vendor processing and final receipt. This person will be responsible for cleaning claimant data, preparing and submitting records requests, curing deficiencies, coordinating updated HIPAA authorizations, maintaining provider-specific requirements, and organizing records received from providers and vendors. Candidates should have strong project-management and database skills, exceptional attention to detail, comfort working with high-volume claimant data, and the ability to communicate clearly with claimants, vendors, and internal teams. Experience with medical records retrieval, HIPAA authorizations, mass communications, and document-management systems is strongly preferred.

Responsibilities Include:

Review, clean, and standardize claimant-submitted provider information and related data before submission to medical records vendors;

Prepare, organize, and submit medical records request packets, including claimant demographics, provider information, HIPAA authorizations, and supporting materials;

Work directly with the firm’s medical records vendor to monitor request status, answer questions, resolve issues, and move requests through the vendor workflow;

Identify and cure deficiencies in records requests, including incomplete provider information, rejected authorizations, missing signatures, and provider-specific intake requirements;

Coordinate with claimants to obtain updated or replacement HIPAA authorizations when needed, including by using the firm’s mass email and claimant-communications tools;

Create and maintain a database of providers and facilities that require provider-specific authorizations, forms, fees, portals, or special instructions, and use that database to improve future requests;

Handle one-off or escalated medical records requests that require individual follow-up, custom authorizations, or direct outreach to providers;

Track all outgoing and incoming records requests in internal logs and databases, including request dates, deficiencies, follow-up activity, receipt dates, and outstanding items;

Organize, name, and route records received from claimants, providers, and vendors so that they are properly logged, stored, and available to the case team;

Assist with quality control of records received, including checking for completeness, identifying missing date ranges or providers, and flagging issues for follow-up;

Coordinate across operations, intake, attorneys, and technology teams to improve workflows for medical records intake, tracking, and retrieval;

Other duties as assigned based on the needs of the matters to which the applicant is assigned.

Knowledge and Skills Requirements:

Strong experience managing high-volume data, tracking spreadsheets, and status logs;

Ability to clean, normalize, and quality-check claimant and provider data with a high degree of accuracy;

Familiarity with HIPAA authorizations and comfort reviewing medical-release forms for completeness and provider-specific requirements;

Experience working with medical records vendors, provider portals, or records retrieval platforms strongly preferred;

Ability to communicate professionally and efficiently with claimants, providers, vendor representatives, and internal stakeholders;

Comfort using mass email or claimant-communications technology to request updated information and documents from large claimant populations;

Strong technical skills and ability to quickly learn new matter-management, vendor, and document-storage systems;

Proficient in Microsoft Excel, Word, and document- management/database tools;

Strong written and oral communication skills and strong interpersonal skills;

Must possess great attention to detail, strong organizational skills, and the ability to manage multiple tasks at once;

Ability to work independently while understanding the importance of teamwork and consistent process management;