Job Description: Medical Records Specialist

Position Title: Medical Records Specialist
Department: Pre-Litigation
Reports To: Office Manager / Case Manager Supervisor

Position Summary

The Medical Records Specialist is responsible for obtaining complete and accurate medical records and billing statements from healthcare providers, hospitals, imaging centers, EMS agencies, and other medical facilities. This position plays a critical role in ensuring case files are complete so demands can be prepared promptly and cases move efficiently toward settlement.

The ideal candidate is organized, detail-oriented, knowledgeable about HIPAA requirements, and able to work independently with minimal supervision.

Essential Duties & Responsibilities

• Order medical records and billing statements from hospitals, physicians, chiropractors, imaging centers, physical therapists, EMS providers, pharmacies, and other medical providers.
• Follow up regularly with providers to ensure timely receipt of requested records.
• Maintain a tracking system for all outstanding medical record requests.
• Review incoming records for completeness and accuracy.
• Identify missing records, bills, or treatment dates and immediately request any outstanding documentation.
• Upload records into the firm's case management software and organize documents according to firm standards.
• Ensure all records are OCR searchable before uploading when possible.
• Maintain strict HIPAA compliance and confidentiality of all protected health information.
• Communicate professionally with medical providers, record retrieval companies, and insurance representatives.
• Keep attorneys and case managers updated on the status of outstanding records.
• Resolve issues involving incomplete, duplicate, or incorrect medical records.
• Meet departmental deadlines and production goals.
• Assist with additional administrative tasks as assigned.

Required Qualifications

• Minimum 2 years of experience obtaining medical records in a personal injury law firm, medical office, or record retrieval company.
• Working knowledge of medical record request procedures.
• Strong understanding of HIPAA privacy and confidentiality requirements.
• Experience communicating with hospitals and medical providers.
• Excellent organizational and follow-up skills.
• Ability to prioritize multiple requests simultaneously.
• Strong attention to detail.
• Ability to work independently with minimal supervision.
• Excellent written and verbal communication skills.
• Professional telephone etiquette.

Technical Skills

• Fast and accurate typing skills (minimum 50 WPM preferred)
• Proficiency with Gmail
• Microsoft Office (Word, Excel, Outlook)
• PDF software (Adobe Acrobat or equivalent)
• Experience with electronic medical record (EMR/EHR) systems such as Epic, Cerner, Athenahealth, eClinicalWorks, NextGen, or similar platforms
• Experience using case management software (MyCase experience preferred)

Preferred Qualifications

• Experience working in a personal injury law firm.
• Familiarity with medical terminology.
• Knowledge of lien documentation and itemized billing statements.
• Experience with electronic fax systems and secure medical record portals.

Core Competencies

• Attention to Detail
• Organization
• Time Management
• Accountability
• Professionalism
• Confidentiality
• Initiative
• Problem Solving
• Reliability
• Team Collaboration

Success in This Role

A successful Medical Records Specialist consistently obtains complete medical records quickly, follows up without being reminded, maintains organized electronic files, protects confidential information, and ensures attorneys and case managers always have the documentation needed to move cases forward efficiently. They take ownership of the records process from request through receipt and require minimal supervision while maintaining a high level of accuracy and productivity.