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About the role
Key responsibilities & impact- Prepare and finalize state and federal court subpoenas requesting medical and other case-related records.
- Own the records-request pipeline from initial request through receipt, ensuring outstanding items are followed up on consistently and obtained as quickly as possible.
- Calendar records deadlines and maintain accurate request, receipt, and status information.
- Coordinate with process servers to secure proper service, including researching alternative provider names, addresses, and contact information.
- Follow up frequently with providers and records custodians by telephone and in writing to resolve delayed, incomplete, or outstanding requests.
- Review incoming records for completeness, certification, clarity, and accuracy before saving and indexing them.
- Obtain properly executed records-custodian certificates and maintain organized digital and physical case files.
- Process records-related invoices and coordinate timely payment when required before records are released.
- Keep case management systems, request logs, and internal dashboards current.
- Retrieve and prepare records for attorney and paralegal use during case review, discovery, depositions, discovery responses, and trial preparation while protecting PHI and complying with HIPAA and confidentiality requirements.
- Work under immediate supervision while independently managing the records pipeline and keeping the legal team informed of its status.
Requirements
What you’ll need- High school diploma or GED plus at least a 2-year associate degree or paralegal certificate.
- At least 2 years of records-handling experience in a personal injury law firm, medical office, insurance company, healthcare setting, or closely related environment.
- Experience with legal records retrieval, litigation support, or a similar paralegal function, including preparing or finalizing state and federal court subpoenas.
- Working knowledge of records-request procedures, HIPAA, PHI handling, confidentiality requirements, and coordination with records custodians and process servers.
- Strong organizational and tracking skills, with the ability to independently manage multiple outstanding requests, deadlines, follow-ups, and case records without repeated reminders.
- Proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, and established document naming, indexing, and filing procedures.
- Strong professional English communication, internet research, and investigative skills, including comfort making a high volume of follow-up telephone calls.
- Direct experience supporting a U.S. personal injury law firm.
- Experience maintaining legal case management systems, records dashboards, and detailed request logs.
- Previous long-term experience in a records-focused legal or healthcare position.
- Experience preparing records for discovery, depositions, case review, and trial is listed as nice to have.