Medical Records Clerk

Job Description

Job Description

Ascension Global Staffing & EXecuitve Search is seeking a Medical Records Clerk in a personal injury law firm, who is responsible for gathering, organizing, and managing the medical documentation necessary to prove a client's injuries and damages.

They act as the liaison between the law firm and healthcare providers, ensuring that medical records, billing records, liens are obtained in a timely, accurate, and HIPAA-compliant manner. 

Core Duties and Responsibilities

• Requesting Records: Preparing and sending medical/billing requests to hospitals, clinics, and physicians via mail, fax, or online portals (e.g., CIOX, ChartSwap, Verisma).
• Tracking & Follow-up: Proactively following up on outstanding requests to ensure files are complete and "demand-ready" for paralegals and attorneys.
• Reviewing & Organizing: Reviewing received records for completeness, accuracy, and relevance, while identifying any missing documentation.
• Data Entry & Scanning: Scanning, indexing, and uploading medical documents into the firm’s case management software (NetDocs).
• HIPAA Compliance: Ensuring all records are handled securely and in compliance with patient privacy laws.
• Communication: Communicating with medical providers, insurance adjusters, and clients to obtain information or resolve discrepancies in records.
• Billing & Lien Management: Requesting itemized bills and managing payment processing for record requests, including handling prepay notices. 

Job Descriptions:

Personal Injury Litigation Paralegal

We are seeking a highly organized and experienced Personal Injury Litigation Paralegal to support a fast-paced plaintiff-side practice. This individual will play a key role in managing cases from pre-suit through litigation and trial, working closely with attorneys and clients to ensure cases progress efficiently.

Responsibilities:

• Handle personal injury cases from intake through trial, including pre-suit and litigation phases
• Draft and prepare pleadings, motions, discovery requests/responses, and settlement packages
• Coordinate depositions, mediations, hearings, and trials
• Maintain and organize case files, ensuring all deadlines are tracked and met
• Communicate regularly with clients, medical providers, experts, and opposing counsel
• Assist in gathering and reviewing medical records, bills, lien reductions and closing statements
• Prepare trial materials, exhibits, and assist attorneys during trial

Qualifications:

• 3+ years of plaintiff personal injury litigation experience
• Strong knowledge of Florida rules, court procedures, and federal court experience is a plus
• Experience handling cases with a high level of autonomy
• Proficiency with e-filing, case management systems, and document management programs
• Strong attention to detail, organization, and ability to multitask in a high-volume environment
• Bilingual (English/Spanish) is a plus

Bookkeeper (Law Firm Experience Preferred)

We are seeking a reliable and detail-oriented Bookkeeper to manage the firm’s day-to-day financial operations and support long-term financial organization and reporting. This role is ideal for someone looking for stability and a long-term position within a growing firm.

Responsibilities:

• Manage accounts payable and receivable, including client payments, client billing statements and vendor invoices
• Perform monthly bank and credit card reconciliations
• Assist with tracking and reimbursing expenses
• Prepare regular accounting reports for management review
• Assist with compiling tax filings and year-end reporting for the firm’s accountants
• Ensure compliance with legal accounting and trust accounting standards

Qualifications:

• 3+ years of bookkeeping experience in a law firm
• Working knowledge of accounting software
• Understanding of trust accounting and legal billing practices is a plus
• High level of accuracy, organization, and discretion
• Looking for a long-term opportunity with growth and stability with multi-office firm

Commercial Litigation Attorney

We are seeking a Commercial Litigation Attorney who can independently manage cases and confidently handle matters in both state and federal court. This role is best suited for someone who is hands-on, proactive, and comfortable taking ownership of their caseload from inception through resolution.

Responsibilities:

• Manage a caseload of complex commercial litigation matters from inception through trial or resolution
• Draft and argue motions, pleadings, and legal memoranda
• Conduct legal research and develop case strategies
• Handle all aspects of discovery, including depositions and document review
• Represent clients in hearings, mediations, all court proceedings and trial
• Communicate directly with clients, providing updates and strategic guidance
• Collaborate with partners and team members on complex matters as needed

Qualifications:

• J.D. and active member of the Florida Bar
• 5+ years of commercial litigation experience
• Proven ability to independently handle cases, including federal court matters
• Strong writing, analytical, and advocacy skills
• Ability to manage deadlines and a full caseload in a fast-paced environment
• Experience with shareholder actions, business disputes, contracts, class actions and complex litigation