Medical Records Coordinator

Remote – Full-Time
Schedule: Monday – Friday | U.S. Eastern Time Zone

About the Role

The Medical Records Coordinator is responsible for managing all medical record, billing, and lien requests associated with Personal Injury cases, ensuring that documentation is requested, tracked, received, organized, and made readily available throughout the complete case lifecycle.

This role requires exceptional organization, persistence, and consistent communication with medical providers, hospitals, insurance companies, and third-party medical-record portals.

The Medical Records Coordinator is expected to independently manage multiple case files while maintaining strict confidentiality and HIPAA compliance.

Success in this position depends heavily on proactive follow-up, accurate documentation, and the ability to prevent missing records or administrative delays from slowing case progression.

Key Responsibilities

Medical Records & Billing Management

• Submit requests for:
  • Medical records
  • Medical bills
  • Liens
• Process requests through Smart Advocate.
• Follow up consistently with:
  • Medical providers
  • Hospitals
  • Third-party medical-record vendors
  • Medical-record portals
• Work with third-party platforms such as:
  • Datavant
  • MedRequest
  • Similar medical-record systems
• Ensure every record request is accurately documented.
• Track the status of all submitted requests.
• Maintain organized tracking of:
  • Pending requests
  • Completed requests
• Monitor each request until all required documentation has been received.
• Ensure requests do not remain inactive because of insufficient follow-up.

Record Organization & Documentation

• Review medical records and billing documents upon receipt.
• Organize received documentation.
• Properly name files according to established standards.
• Upload records and billing documentation into Smart Advocate.
• Ensure documents are placed within the appropriate electronic case file.
• Notify:
  • Attorneys
  • Paralegals
  • Other legal staff when medical records are received.
• Maintain HIPAA compliance throughout all documentation workflows.
• Protect confidential client and medical information.
• Ensure documentation remains:
  • Complete
  • Organized
  • Accurate
  • Easily accessible to the legal team.

Follow-Up & Workflow Management

• Review a minimum of 25 case files per week to verify documentation status.
• Follow up on hospital medical-record requests after 30 days.
• Follow up with other medical providers within 2–3 business days.
• Monitor third-party medical-record portals daily.
• Review portal status updates.
• Identify stalled or delayed requests.
• Ensure no outstanding request remains unresolved because of missed follow-up.
• Escalate provider, hospital, or documentation delays when necessary.
• Maintain clear visibility into outstanding records across assigned cases.

Weekly Workflow Execution

Monday – Outstanding Records & Priorities

• Follow up on missing medical records.
• Review priority requests.
• Identify overdue documentation.
• Determine which cases require immediate attention.
• Establish follow-up priorities for the week.

Tuesday & Wednesday – New Requests & Documentation

• Submit new medical-record requests.
• Submit billing and lien requests as required.
• Upload newly received records.
• Organize received documentation.
• Update the case-management system.
• Continue tracking outstanding requests.

Thursday – Provider Follow-Up

• Follow up on recently submitted requests.
• Review outstanding provider responses.
• Review third-party portal updates.
• Identify documentation issues requiring escalation.

Friday – Final Follow-Up & Reporting

• Complete final follow-ups for the week.
• Update tracking systems.
• Ensure case files accurately reflect current documentation status.
• Prepare and submit the weekly activity report.
• Organize outstanding requests for continued follow-up the following week.

Case & Team Support

• Collaborate closely with:
  • Attorneys
  • Paralegals
  • Case Managers
• Escalate documentation delays promptly.
• Escalate issues that may affect case progression.
• Track referred-out cases.
• Maintain appropriate follow-up schedules for referred-out matters.
• Participate in team meetings.
• Support operational projects when required.
• Contribute to continuous improvement of the firm's medical-records workflows.
• Help identify opportunities to make documentation processes more efficient and reliable.

Qualifications

Required

• 1–2+ years of experience in a legal, medical-records, or healthcare administrative environment is preferred.
• Strong attention to detail.
• Exceptional organizational skills.
• Excellent written English communication skills.
• Excellent verbal English communication skills.
• Ability to manage multiple priorities simultaneously.
• Ability to work independently in a fast-paced environment.
• Strong follow-up skills.
• Ability to manage repetitive responsibilities consistently without sacrificing accuracy.
• Working knowledge of HIPAA compliance.
• Understanding of confidential-document handling.
• Experience tracking documentation.
• Experience maintaining organized digital records.
• Comfortable using AI tools such as:
  • ChatGPT
  • Claude
• Ability to use AI appropriately to improve productivity and documentation workflows.

Preferred

• Previous experience in Personal Injury (PI) law.
• Experience using Smart Advocate or a comparable legal case-management platform.
• Familiarity with:
  • Medical records
  • Medical billing
  • Liens
  • Provider documentation
• Experience working with third-party medical-record platforms such as:
  • Datavant
  • MedRequest
  • Similar systems.

Core Competencies

The ideal Medical Records Coordinator demonstrates strength in:

• Medical Records Management
• Medical Billing & Lien Coordination
• Documentation Management
• Case File Organization
• Follow-Up & Vendor Coordination
• HIPAA Compliance
• Attention to Detail
• Time Management
• Communication
• Organization
• Accountability
• Process Consistency
• Problem Solving
• Team Collaboration

Typical Workday

A typical workday may include:

Medical Records & Billing Requests

• Submit new medical-record requests.
• Submit billing requests.
• Submit lien requests.
• Confirm requests have been properly entered and tracked.

Provider & Portal Follow-Up

• Follow up with medical providers.
• Contact hospitals regarding outstanding requests.
• Review third-party medical-record portals.
• Identify delayed or incomplete requests.
• Escalate issues when necessary.

Documentation Management

• Upload received medical records.
• Upload billing documentation.
• Properly name and organize files.
• Maintain accurate electronic case files.

Case Review

• Review assigned case files for:
  • Missing records
  • Missing bills
  • Missing liens
  • Outstanding documentation
• Determine the next required follow-up action.

Legal Team Communication

• Notify the appropriate legal team members when documentation is received.
• Communicate delays or problems.
• Respond to requests from attorneys, paralegals, and case managers.

Tracking & Case Notes

• Update tracking systems.
• Update Smart Advocate.
• Maintain accurate case notes.
• Ensure outstanding requests remain visible and actionable.

Typical Workweek

Monday

• Review priority cases.
• Follow up on overdue medical records.
• Identify outstanding documentation requests.

Tuesday – Wednesday

• Submit new requests.
• Upload newly received records and bills.
• Update Smart Advocate.
• Update tracking systems.
• Continue provider follow-up.

Thursday

• Follow up on recent requests.
• Review third-party portal updates.
• Resolve documentation issues.

Friday

• Complete final follow-ups.
• Update all assigned case files.
• Submit the weekly activity report.
• Prepare outstanding requests for the following week.

Weekly Time Allocation

The position is expected to allocate approximately:

• 40% – Medical Records & Billing Requests
• 25% – Provider & Third-Party Follow-Up
• 20% – Documentation Organization & Uploads
• 10% – Case Support & Team Communication
• 5% – Reporting & Process Improvement

Performance Evaluation & Accountability

Performance will be evaluated based on the Coordinator's ability to maintain a complete, accurate, and continuously progressing medical-documentation workflow.

Primary performance areas include:

• Timeliness of medical-record requests.
• Timeliness and consistency of follow-up.
• Accuracy of documentation.
• Quality of case-file organization.
• Number of case files reviewed each week.
• Reduction in missing records.
• Reduction in processing delays.
• Responsiveness to legal-team requests.
• Compliance with established workflows.
• HIPAA compliance.

Key Performance Indicators (KPIs)

• Medical Record Request Timeliness: 100% of medical-record requests submitted within required timelines.
• Weekly Case Review: Review a minimum of 25 case files per week.
• Hospital Follow-Up: Follow up on hospital record requests after 30 days.
• Provider Follow-Up: Follow up with all other providers within 2–3 business days.
• Documentation Accuracy: Maintain 100% accurate documentation and tracking of requests.
• Outstanding Request Management: Maintain zero unresolved requests due to missed follow-up.
• Legal Team Notification: Notify the appropriate legal team members promptly upon receipt of records.
• HIPAA Compliance: Maintain consistent compliance with HIPAA and internal documentation standards.

Reporting Structure

The Medical Records Coordinator reports to the:

• Case Manager / Operations Manager

The position works closely with:

• Attorneys
• Paralegals
• Case Managers
• Medical Providers
• Hospitals
• Third-Party Medical Record Vendors

Performance and professional development are additionally supported through The Virtual HR Department™.

Software & Tools

• Smart Advocate – Legal case management.
• Microsoft Outlook – Email and calendar.
• Zoom Phone – Phone communication.
• Microsoft Office Suite – Productivity and documentation.
• Slack – Internal communication.
• Dropbox – File management and storage.
• Datavant – Medical-record requests and tracking.
• MedRequest – Medical-record requests and tracking.
• ChatGPT – AI-assisted productivity.
• Claude – AI-assisted productivity and documentation support.

90-Day Onboarding Plan

Phase 1 – Orientation & Systems Training | Days 1–30

During the first month, the Medical Records Coordinator will:

• Complete company onboarding.
• Receive access to:
  • Smart Advocate
  • Medical-record portals
  • Internal communication tools
• Learn the firm's documentation standards.
• Learn HIPAA compliance procedures.
• Review internal workflows.
• Review applicable SOPs.
• Shadow experienced team members handling:
  • Medical-record requests
  • Billing requests
• Learn provider follow-up procedures.
• Become familiar with case-management expectations.

Phase 2 – Workflow Integration | Days 31–60

The Coordinator will progressively take ownership of:

• Medical-record requests.
• Billing requests.
• Lien requests.
• Provider follow-up.
• Document uploads.
• File organization.
• Weekly case reviews.
• Tracking outstanding requests under supervision.

Regular coaching and quality reviews will be provided throughout this phase.

Phase 3 – Performance Optimization | Days 61–90

By the end of the onboarding period, the Medical Records Coordinator should independently manage:

• Medical-record requests.
• Billing requests.
• Provider follow-up.
• Third-party portal follow-up.
• Documentation organization.
• Weekly reporting.
• Case-file maintenance.
• Escalation of outstanding issues.

Ongoing coaching and support continue through The Virtual HR Department™, including best practices related to legal operations, documentation management, and process improvement.

Work Environment

• Fully remote position.
• Professional home-office environment required.
• Reliable high-speed internet connection.
• Quiet, distraction-free workspace suitable for professional communication.
• Strong ability to remain organized while working independently.
• Ability to consistently perform repetitive and detail-oriented responsibilities with accuracy.
• Availability during U.S. business hours / Eastern Time Zone.

About the Company

Our client is a well-established Personal Injury law firm focused on efficiently managing cases through structured workflows, accurate documentation, and proactive communication with medical providers and third-party organizations.

The firm places particular importance on obtaining medical records, billing documentation, and lien information promptly, as these materials are essential for maintaining case progression and supporting successful legal outcomes.

The organization's core operating values include:

• Accuracy
• Accountability
• Organization
• Confidentiality
• Teamwork
• Operational Excellence
• Client Service

The Medical Records Coordinator plays an essential role within this structure by ensuring medical documentation remains complete, organized, properly tracked, and readily available to the legal team.

Final Notes

The Medical Records Coordinator is expected to become the operational owner of the medical-records request and documentation workflow across assigned Personal Injury cases.

Success in this position means:

• Medical-record, billing, and lien requests are submitted on time.
• Every request is accurately documented and tracked.
• Providers and hospitals receive consistent follow-up.
• Third-party medical-record portals are monitored daily.
• At least 25 case files are reviewed each week.
• Hospital requests receive follow-up after 30 days.
• Other provider requests receive follow-up within 2–3 business days.
• No request becomes unresolved because follow-up was missed.
• Medical records and billing documents are properly named, organized, and uploaded.
• Attorneys, paralegals, and case managers are promptly notified when records arrive.
• HIPAA requirements and confidentiality standards are consistently maintained.
• Smart Advocate accurately reflects current documentation status.
• Leadership receives consistent weekly reporting.
• Delays are identified and escalated before they unnecessarily slow case progression.
• By Day 90, the Coordinator can independently manage the medical-records workflow while maintaining the accuracy, organization, persistence, and accountability required by the firm.