Records Clerk Team Lead

HireHawk

. Lead and coordinate the daily workflow of Records Clerks and supporting team members, ensuring priorities are clear and assigned work is completed on schedule.

Posted 10/15/2026full-timeRemote • Colombia, Mexico, Honduras, El Salvador, Ecuador, NicaraguaSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in medical records retrieval and billing processes, with a strong focus on personal injury pre-litigation workflows. Proven ability to lead teams, improve performance metrics, and ensure compliance with HIPAA requirements.

Highest-signal resume keywords

Medical Records RetrievalLeadership ExperienceHIPAA ComplianceLegal Case Management PlatformsPerformance Improvement

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Medical Records RetrievalBilling Statement ReviewQuality AssuranceWorkflow ImprovementKPI DevelopmentDocumentation StandardsProvider CommunicationTurnaround Time MonitoringData ReportingTraining and Coaching

Soft Skills

Effective CommunicationTeam LeadershipProblem SolvingProactive Follow-UpCoaching

Tools & Technologies

FilevineCasePeerSmartAdvocateExcel

Industry Keywords

Personal Injury LawPre-Litigation WorkflowsConfidential Patient InformationCalifornia Law Firm ExperienceHealthcare Provider Interaction

About the role

Key responsibilities & impact

Lead and coordinate the daily workflow of Records Clerks and supporting team members, ensuring priorities are clear and assigned work is completed on schedule.
Own the team's medical records and billing retrieval process across hospitals, clinics, physicians, and other healthcare providers.
Identify delays, follow up proactively, and resolve incomplete records, billing discrepancies, and provider-related issues.
Monitor turnaround times, pending requests, productivity, accuracy, and other performance indicators.
Coach and train Records Clerks on retrieval procedures, documentation standards, provider communication, HIPAA requirements, and team best practices.
Conduct quality assurance reviews of medical records, billing statements, and supporting documentation.
Partner with Case Managers and other departments to support pre-litigation case preparation.
Identify workflow bottlenecks and recommend process improvements.
Maintain reporting on completed requests, outstanding documentation, follow-up activity, and individual and team productivity.
Resolve complex provider issues and operational escalations, escalating when management involvement is required.

Requirements

What you’ll need

3+ years of hands-on medical records retrieval experience supporting U.S. plaintiff personal injury matters.
1+ year of experience leading, supervising, training, or providing day-to-day direction to Records Clerks or a similar legal support team.
Strong working knowledge of personal injury pre-litigation workflows and how medical records and bills support case preparation.
Proven experience requesting, tracking, reviewing, and following up on medical records and billing statements from U.S. healthcare providers.
Working knowledge of HIPAA requirements, medical authorizations, and appropriate handling of confidential patient information.
Experience using a legal case management platform such as Filevine, CasePeer, SmartAdvocate, or a comparable system, along with strong Excel and reporting skills.
Excellent written and spoken English, with the confidence to communicate professionally with healthcare providers, Case Managers, attorneys, and internal stakeholders.
Experience supporting a California plaintiff personal injury law firm.
Previous leadership experience within an offshore or globally distributed legal support team.
Experience building or improving records retrieval KPIs, productivity dashboards, or turnaround-time reporting.
A track record of improving team performance through coaching, quality reviews, workflow changes, or stronger accountability processes.