The Medical Records Coordinator is responsible for managing all medical records, billing, and lien requests associated with personal injury cases.
This position plays a critical operational role by ensuring that medical documentation is requested, tracked, received, organized, and uploaded accurately and on time. Success in this role requires exceptional organization, persistence in follow-up, attention to detail, and the ability to manage multiple requests simultaneously while maintaining HIPAA compliance.
The Medical Records Coordinator works closely with attorneys, paralegals, and case managers to ensure that every case has the documentation needed to move forward efficiently.
Key Responsibilities
Medical Records & Billing Management
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Submit requests for medical records, bills, and liens through Smart Advocate.
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Request documentation from:
- Medical providers
- Hospitals
- Imaging centers
- Third-party medical record portals
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Follow up consistently with providers and portals, including:
- Datavant
- MedRequest
- Other approved medical record vendors
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Ensure all requests are documented and properly tracked.
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Maintain accurate tracking of both outstanding and completed requests.
Record Organization & Documentation
- Review all received medical records and billing documentation.
- Properly name and organize documents within Smart Advocate.
- Upload records accurately into the appropriate case files.
- Notify attorneys, paralegals, and case managers when records are received.
- Maintain complete HIPAA compliance and confidentiality standards.
- Ensure documentation is easily accessible and organized for the legal team.
Follow-Up & Workflow Management
- Review a minimum of 25 case files each week.
- Follow up on outstanding hospital records after 30 days.
- Follow up on records from other medical providers within 2–3 days.
- Monitor medical record portals daily for status updates.
- Ensure no outstanding request is overlooked.
- Escalate delayed or problematic requests promptly.
Weekly Workflow Execution
Monday
- Review priority cases.
- Follow up on outstanding medical record requests.
- Identify overdue documentation.
Tuesday & Wednesday
- Submit new record, billing, and lien requests.
- Upload newly received documentation.
- Update Smart Advocate.
Thursday
- Follow up on recent requests.
- Continue provider outreach.
- Review pending documentation.
Friday
- Complete final follow-ups.
- Review outstanding requests.
- Submit weekly status reports.
- Prepare priorities for the following week.
Case & Team Support
- Collaborate with attorneys, paralegals, and case managers.
- Communicate delays or documentation issues promptly.
- Track referred-out cases.
- Participate in team meetings.
- Support special projects and departmental initiatives.
- Assist in maintaining efficient case progression.
Qualifications
Required
- 1–2+ years of experience in a legal or medical records environment.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication.
- Ability to prioritize multiple tasks independently.
- Working knowledge of HIPAA compliance.
- Strong follow-up and time management skills.
Preferred
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Personal injury law experience.
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Experience with Smart Advocate.
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Experience working with legal case management software.
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Understanding of:
- Medical records
- Medical billing
- Lien management
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Experience communicating with healthcare providers.
Core Competencies
- Organization
- Attention to Detail
- Persistence
- Time Management
- Communication
- Coordination
- Accountability
- Workflow Management
- Problem Solving
- Confidentiality
Typical Work Day
- Submit medical record requests.
- Track outstanding documentation.
- Follow up with providers and medical portals.
- Upload and organize records.
- Review case files for missing documentation.
- Communicate updates to the legal team.
- Maintain Smart Advocate records.
- Monitor workflow status and priorities.
Typical Workweek
Throughout a typical week, the Medical Records Coordinator will:
- Execute the firm's structured records workflow.
- Manage multiple active case files.
- Submit and monitor medical record requests.
- Follow up with providers.
- Maintain documentation inside Smart Advocate.
- Support attorneys and case managers.
- Ensure timely completion of all documentation requests.
Performance Evaluation
Performance is evaluated based on:
- Timeliness of medical record requests.
- Follow-up consistency.
- Documentation accuracy.
- Case organization.
- Weekly file review completion.
- Reduction in outstanding records.
- Responsiveness to legal team requests.
- Compliance with established workflows.
Key Performance Indicators (KPIs)
- Submit medical record, billing, and lien requests promptly.
- Review a minimum of 25 case files each week.
- Maintain timely follow-up with hospitals and medical providers.
- Ensure all documentation is uploaded accurately into Smart Advocate.
- Reduce outstanding medical record requests and delays.
- Maintain complete HIPAA compliance.
- Ensure accurate documentation and case organization.
- Respond promptly to legal team requests.
- Maintain workflow consistency and operational efficiency.
Software & Tools
Case Management
Communication
Productivity
- Microsoft Office Suite
- Dropbox
Medical Record Portals
- Datavant
- MedRequest
- Additional approved provider portals
90-Day Onboarding Plan
Phase 1: Foundation & Systems Training (Weeks 1–4)
During the first month, the Medical Records Coordinator will:
- Receive access to Smart Advocate and all required systems.
- Learn documentation standards and HIPAA compliance requirements.
- Review the firm's medical records workflow.
- Learn provider portals and submission procedures.
- Shadow team members handling medical record requests.
- Become familiar with case management processes.
Phase 2: Guided Workflow Integration (Weeks 5–8)
During this phase, the Medical Records Coordinator will:
- Begin independently managing medical record requests under supervision.
- Follow up with providers and third-party portals.
- Upload and organize documentation within Smart Advocate.
- Receive regular quality reviews and workflow coaching.
- Improve efficiency while maintaining documentation accuracy.
Phase 3: Full Ownership & Performance Optimization (Weeks 9–12)
By the end of the onboarding period, the Medical Records Coordinator will:
- Independently manage a full workload of medical record requests.
- Maintain consistent follow-up with providers.
- Ensure documentation is complete, organized, and current.
- Support attorneys and case managers proactively.
- Continuously improve workflow efficiency and consistency.
Virtrify's Success Manager will provide structured onboarding support throughout the first 90 days, while a dedicated Account Manager will continue providing ongoing support beyond onboarding.
Work Environment
- Fully remote position.
- Reliable high-speed internet connection.
- Quiet, distraction-free workspace.
- High level of organization and independence.
- Ability to perform repetitive, detail-oriented work with accuracy.
- Strong commitment to confidentiality and HIPAA compliance.
Final Notes
The Medical Records Coordinator plays a vital role in ensuring the timely and accurate management of medical documentation.
Success in this role directly contributes to:
- Efficient case progression.
- Operational excellence.
- Accurate and organized case files.
- Reduced documentation delays.
- Strong collaboration with the legal team.
- Improved overall client outcomes.
About the Company
A personal injury law firm focused on efficiently managing cases through structured workflows, timely documentation, and consistent communication with medical providers and third-party vendors.
The firm relies on accurate medical records, billing documentation, and lien tracking to ensure smooth case progression, support legal teams, and achieve successful outcomes for its clients.