Medical Records Clerk

• Obtain medical records and itemized bills from U.S. hospitals, physicians, clinics, and other healthcare providers to support complete case documentation.
• Prepare and submit HIPAA-compliant records requests and authorizations.
• Make outbound calls and follow up on outstanding requests, identifying next steps when providers are unresponsive or records are delayed.
• Maintain accurate request statuses, follow-up dates, and case notes in internal tracking tools and spreadsheets.
• Review incoming records and bills for completeness, accuracy, and relevance to the client’s accident and treatment.
• Resolve missing records, billing discrepancies, and incomplete documentation by coordinating corrections with healthcare providers.
• Help prepare cases for the demand stage by ensuring required medical records and billing documentation are available.
• Keep records department leads, case managers, and internal teams informed of progress, delays, and unresolved documentation needs.
• Meet departmental productivity and quality standards while prioritizing high-volume requests and follow-up deadlines.
• Assist with opening claims and related administrative processes as needed.

• Prior hands-on experience requesting and retrieving medical records and medical bills from U.S. healthcare providers.
• Working knowledge of medical records retrieval processes, including HIPAA authorizations and confidential information handling.
• Strong written and spoken English, with confidence making frequent outbound calls to U.S. medical offices, hospitals, and insurance-related contacts.
• Demonstrated ability to manage high volumes of requests, prioritize deadlines, maintain accurate records, and follow through independently until completion.
• Proficiency with Microsoft Excel and digital tracking systems, with the attention to detail needed to identify missing documentation and billing discrepancies.
• Availability to work full-time remotely during the stated 8:00 a.m. to 5:00 p.m. PST schedule.
• Experience supporting California-based personal injury law firms.
• Familiarity with medical billing, liens, and subrogation.
• Experience using ProScan or similar medical records retrieval platforms.
• Experience using Filevine, CASEpeer, or other legal case management software.
• Experience opening insurance claims and navigating medical provider billing processes.