The Medical Records Coordinator is responsible for managing all medical record, billing, and lien requests related to personal injury cases.

This role is highly execution-driven and requires strong organization, persistence in follow-ups, and strict attention to detail. The coordinator ensures all records are requested, tracked, received, and properly organized to support case progression.

The role is critical to maintaining case timelines, ensuring documentation completeness, and supporting the legal team.

Key Responsibilities

Medical Records & Billing Management

• Submit requests for medical records, bills, and liens using Smart Advocate
• Follow up consistently with providers, hospitals, and third-party portals
• Ensure all requests are documented and tracked properly
• Maintain organized tracking of all outstanding and completed requests

Record Organization & Uploading

• Review, name, and organize records and bills in Smart Advocate
• Upload documents accurately into case files
• Notify legal team upon receipt of records via Slack, notes, or email
• Maintain HIPAA compliance and confidentiality standards

Follow-Up & Workflow Management

• Review a minimum of 25 files weekly to ensure records are up to date
• Follow up on hospital records at 30 days
• Follow up on other providers within 2–3 days of requests
• Monitor third-party portals daily for updates
• Ensure no request is left untracked or incomplete

Weekly Workflow Execution

• Monday: Follow up on missing records and review priority requests
• Tuesday & Wednesday: Submit new requests and upload received records
• Thursday: Follow up on recent requests
• Friday: Final follow-ups and submit weekly report by end of day

Case & Team Support

• Collaborate with attorneys, paralegals, and case managers
• Escalate delays or issues promptly
• Track referred-out cases and follow up consistently
• Participate in team meetings and support special projects

Qualifications

• 1–2+ years of experience in legal or medical records environment (preferred)
• Strong attention to detail and organizational skills
• Excellent written and verbal communication skills
• Ability to manage multiple tasks independently
• Familiarity with personal injury cases (preferred)
• Experience with Smart Advocate or similar case management systems
• Understanding of HIPAA compliance and confidentiality

Typical Work Day

• Submit and track medical record requests
• Follow up with providers and portals
• Upload and organize documentation
• Review case files for missing records
• Communicate updates to legal team
• Maintain accurate tracking of all requests

Typical Workweek

• Manage record requests and follow-ups across all cases
• Execute structured weekly workflow
• Maintain documentation and system updates
• Support legal team with case needs
• Ensure timely completion of all tasks

Performance Evaluation

Performance is measured based on:

• Timeliness of record requests and follow-ups
• Accuracy of documentation and file organization
• Number of files reviewed weekly
• Reduction in missing records and delays
• Responsiveness to team needs
• Compliance with workflow standards

Work Environment

• Fully remote role
• Requires reliable internet and professional workspace
• High level of organization and independence
• Ability to manage repetitive, detail-oriented tasks

Software & Tools

• Smart Advocate
• Outlook (Email & Calendar)
• Zoom Phone
• Microsoft Office Suite
• Slack
• Dropbox
• Medical record portals (Datavant Health, MedRequest, etc.)

Final Notes

This role is essential for maintaining accurate and timely medical documentation across all cases. The Medical Records Coordinator directly impacts case progression, operational efficiency, and overall firm performance.

Success in this role means:

• Consistent follow-ups
• Accurate documentation
• Organized case files
• Reduced delays in record collection
• Strong communication with the legal team

About the Company

A personal injury law firm focused on managing cases efficiently through structured workflows, timely documentation, and strong operational systems.

The firm handles medical records, billing, and lien coordination as a critical part of case progression, requiring accuracy, persistence, and consistent follow-up with providers and third-party systems.