Records Clerk Team Lead

This is a fully remote position, open to applicants in Colombia, +5 more countries.

📋 Description

• Lead and manage the daily activities of Records Clerks and their supporting team members, ensuring that priorities are clearly defined and assigned tasks are completed on time.

• Oversee the team's process for obtaining medical records and billing information from hospitals, clinics, physicians, and other healthcare providers.

• Identify delays, proactively follow up, and address incomplete records, billing inconsistencies, and provider-related challenges.

• Track turnaround times, pending requests, productivity, accuracy, and various performance metrics.

• Mentor and train Records Clerks on retrieval processes, documentation standards, communication with providers, HIPAA compliance, and team best practices.

• Perform quality assurance assessments of medical records, billing documents, and accompanying paperwork.

• Collaborate with Case Managers and other departments to assist in pre-litigation case preparations.

• Detect workflow bottlenecks and suggest process enhancements.

• Maintain reports on completed requests, pending documentation, follow-up efforts, and the productivity of individuals and the team.

• Resolve complex provider issues and operational escalations, involving management when necessary.

⛳️ Requirements

• A minimum of 3 years of direct experience in medical records retrieval for U.S. plaintiff personal injury cases.

• Over 1 year of experience in leading, supervising, training, or providing daily guidance to Records Clerks or a similar legal support team.

• Strong knowledge of personal injury pre-litigation workflows and the role of medical records and bills in case preparation.

• Demonstrated experience in requesting, tracking, reviewing, and following up on medical records and billing statements from U.S. healthcare providers.

• Familiarity with HIPAA regulations, medical authorizations, and the proper handling of confidential patient information.

• Experience with legal case management systems such as Filevine, CasePeer, SmartAdvocate, or similar platforms, along with strong Excel and reporting capabilities.

• Exceptional written and verbal English communication skills, with the ability to interact professionally with healthcare providers, Case Managers, attorneys, and internal stakeholders.

• Experience working with a California plaintiff personal injury law firm.

• Previous leadership experience in an offshore or globally distributed legal support team.

• Background in developing or enhancing records retrieval KPIs, productivity dashboards, or turnaround-time reporting.

• A proven history of enhancing team performance through coaching, quality assessments, workflow modifications, or more rigorous accountability processes.

🏝️ Benefits

• Comprehensive health insurance coverage.

• Opportunities for professional development and growth.

• Flexible work arrangements.

• Supportive team environment.