Medical Records Specialist

Medical Records Specialist

We are seeking detail-oriented and highly organized Medical Records Specialists to support a legal case management team by requesting, tracking, reviewing, and properly organizing medical records.

This role is ideal for someone with strong follow-up skills, excellent attention to detail, and experience handling sensitive documents in a fast-paced environment. The Medical Records Specialist will play an important role in ensuring that all medical records are received, reviewed, saved correctly, and ready for final review by the assigned Case Manager.

The ideal candidate is proactive, reliable, comfortable working with digital platforms, and able to maintain confidentiality when handling sensitive client and medical information.

Key Responsibilities

Medical Records Requests & Follow-Up

• Request medical records directly from healthcare providers or through approved third-party vendors.
• Follow up on all records requests in a timely and consistent manner.
• Prioritize follow-ups with out-of-network providers to ensure prompt receipt of records.
• Monitor and track outstanding records requests until completion.

Records Review & Document Management

• Review received medical records for accuracy, completeness, and relevance.
• Ensure records are properly organized and prepared for final review by the assigned Case Manager.
• Upload, save, and maintain records in the appropriate sections of Filevine, Dropbox, and any additional required platforms or internal systems.
• Follow proper organization standards and naming conventions for all saved documents.

Case Manager Support & Communication

• Notify the assigned Case Manager once records have been received, reviewed, and properly saved.
• Ensure all records are accessible and ready for case review.
• Communicate clearly and promptly regarding missing, incomplete, or pending records.
• Support the team with additional tasks as assigned by the Supervisor based on team needs and priorities.

Compliance & Confidentiality

• Maintain strict confidentiality when handling client, medical, and legal information.
• Follow all applicable privacy regulations and internal procedures, including HIPAA-related standards.
• Ensure sensitive documents are handled with accuracy, discretion, and professionalism.

Qualifications

• Previous experience requesting, reviewing, or managing medical records is strongly preferred.
• Experience working in a legal, healthcare, personal injury, or medical administrative environment is a plus.
• Familiarity with Filevine, Dropbox, or similar document management platforms is preferred.
• Strong organizational skills and attention to detail.
• Ability to track multiple requests and follow up consistently.
• Comfortable working remotely and independently.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive information professionally.
• English proficiency required; CV must be submitted in English.

Ideal Candidate Profile

• Highly detail-oriented and organized.
• Proactive and persistent with follow-ups.
• Comfortable managing repetitive but critical administrative tasks.
• Able to work with urgency while maintaining accuracy.
• Reliable, confidential, and professional.
• Comfortable supporting legal and case management teams in a remote environment.