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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates expertise in records management, including legal records retrieval and compliance with HIPAA and confidentiality requirements. Proficient in coordinating with records custodians and managing multiple requests efficiently while maintaining organized case files.
Highest-signal resume keywords
Records-Handling ExperienceLegal Records RetrievalHIPAA ComplianceMicrosoft Office ProficiencyCase Management Systems
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Records-Request ProceduresSubpoena PreparationDocument IndexingInvoice ProcessingRecords-Custodian Certificates
Soft Skills
Strong Organizational SkillsProfessional CommunicationInvestigative Skills
Tools & Technologies
Microsoft WordMicrosoft ExcelMicrosoft OutlookAdobe AcrobatDocument Scanning
Certifications & Qualifications
Paralegal Certificate
Industry Keywords
Personal Injury LawHealthcare RecordsLitigation SupportPHI HandlingConfidentiality Requirements
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.
- Work directly with providers and records custodians through frequent telephone and written follow-up to resolve delayed, incomplete, or outstanding requests.
- Review incoming records for completeness, certification, clarity, and accuracy before saving and indexing them according to firm protocols.
- 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 release.
- 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.
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.