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OperationsUrgent
Medical Records Clerk
- Employment
- Full-time
- Monthly salary
- USD 1,300 – 1,800
- Category
- Operations
- Posted
- 4 days ago
About the role
You keep the medical records pipeline moving for a personal injury firm's case teams. That means ordering records from hospitals, clinics and imaging centers, chasing every request until it lands, and reading what comes back closely enough to spot what is missing. When a file is complete, you build the treatment chronology the attorney uses to write the demand. This is not passive filing work. The pace of a settlement often depends on how quickly you can get a provider to respond, and you will be handling protected health information on every file you touch.
Key responsibilities
Records Requests and Provider Follow-Up
- Prepare and send record and billing requests to hospitals, clinics, imaging centers and treating physicians.
- Draft HIPAA-compliant authorizations and confirm each one is signed, dated and current before it goes out.
- Call and email provider record departments to confirm receipt and push stalled requests forward.
- Handle invoices and prepayment demands from record vendors and copy services.
- Escalate providers who refuse or ignore repeated requests so the attorney can subpoena.
Chasing Schedule and Request Tracking
- Log every outbound request with the date sent, provider contact and expected turnaround.
- Work a daily chasing list so no request sits past its follow-up date.
- Update case teams on the status of outstanding records before weekly case meetings.
- Maintain a running view of which files are records-complete and which are still open.
Record Review and Gap Identification
- Review incoming records against the client's reported treatment history.
- Flag missing dates of service, incomplete billing, unreadable pages and wrong-patient records.
- Identify referenced providers who have not yet been requested from and add them to the queue.
- Re-request partial productions with specific detail on what was left out.
Treatment Chronology and Demand Support
- Build a dated chronology of treatment, diagnoses, procedures and referrals for each case.
- Summarize provider notes into a clear narrative the attorney can lift into the demand letter.
- Total billed charges by provider and reconcile them against the records received.
- Assemble the final records exhibit set in the order the attorney wants it.
PHI Handling and File Hygiene
- Follow HIPAA protocols on every request, transmission and stored document.
- Name, tag and file records in the case management system so any team member can find them.
- Use secure portals and encrypted transfer rather than unprotected email for patient information.
- Report any suspected disclosure or misdirected record to the firm immediately.
Qualifications
- Two or more years handling medical records, medical billing or personal injury case support, ideally for a US law firm or a medical records retrieval company.
- Current HIPAA training, with a working understanding of what a valid authorization needs to contain.
- Comfort reading clinical documentation: progress notes, operative reports, imaging results, CPT and ICD codes on billing ledgers.
- Hands-on use of case management software such as Filevine, Litify, SmartAdvocate, Clio or CASEpeer.
- Experience with records retrieval portals and vendors, plus Adobe Acrobat for splitting, bookmarking and OCR of large PDF productions.
- Solid spoken English for phone calls to US provider record departments during their business hours.
- Persistence with follow-up, since most records arrive only after the third or fourth contact.
- Attention to dates and detail sharp enough to notice a two-week gap in treatment that nobody else caught.
- Willingness to work US business hours and give clear written status updates without being asked.
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