Records Paralegal

This is a fully remote position, open to applicants in Colombia.

📋 Description

• Prepare and finalize subpoenas for state and federal courts to request medical and other case-related records.

• Manage the records-request pipeline from the initial request to receipt, ensuring that outstanding items are consistently followed up on and obtained as promptly as possible.

• Schedule records deadlines and maintain precise information regarding requests, receipts, and status updates.

• Collaborate with process servers to ensure proper service, including researching alternative provider names, addresses, and contact details.

• Conduct regular follow-ups with providers and records custodians via phone and in writing to address delayed, incomplete, or outstanding requests.

• Assess incoming records for completeness, certification, clarity, and accuracy before saving and indexing them.

• Acquire duly executed records-custodian certificates and keep organized digital and physical case files.

• Handle records-related invoices and coordinate timely payments as necessary prior to the release of records.

• Maintain current case management systems, request logs, and internal dashboards.

• Retrieve and prepare records for attorneys and paralegals during case reviews, discovery, depositions, discovery responses, and trial preparation while safeguarding PHI and adhering to HIPAA and confidentiality regulations.

• Operate under immediate supervision while independently managing the records pipeline and keeping the legal team updated on its progress.

⛳️ Requirements

• High school diploma or GED along with at least a 2-year associate degree or paralegal certificate.

• A minimum of 2 years of experience in records handling within a personal injury law firm, medical office, insurance company, healthcare setting, or a closely related field.

• Familiarity with legal records retrieval, litigation support, or a similar paralegal role, including the preparation or finalization of state and federal court subpoenas.

• Practical knowledge of records-request procedures, HIPAA, PHI handling, confidentiality regulations, and coordination with records custodians and process servers.

• Strong organizational and tracking abilities, with the capacity to independently manage multiple outstanding requests, deadlines, follow-ups, and case records without the need for repeated reminders.

• Proficient in Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, as well as established document naming, indexing, and filing practices.

• Excellent professional English communication, internet research, and investigative skills, including a comfort level with making a high volume of follow-up telephone calls.

• Direct experience supporting a U.S. personal injury law firm.

• Experience in maintaining legal case management systems, records dashboards, and detailed request logs.

• Previous long-term experience in a records-centric legal or healthcare role.

• Experience in preparing records for discovery, depositions, case reviews, and trial is considered a plus.

🏝️ Benefits

• Comprehensive benefits package including health, dental, and vision insurance.

• Competitive salary with opportunity for growth and advancement.

• Supportive work environment with a focus on professional development.

• Flexible work schedule and potential for remote work options.