Records Paralegal

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

📋 Description

• Prepare and complete subpoenas for state and federal courts, requesting medical and other pertinent case-related records.

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

• Schedule records deadlines and maintain precise information on requests, receipts, and their status.

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

• Collaborate directly with providers and records custodians, utilizing frequent telephone and written follow-ups to address delayed, incomplete, or outstanding requests.

• Assess incoming records for completeness, certification, clarity, and accuracy prior to saving and indexing them in accordance with firm protocols.

• Secure properly executed records-custodian certificates and maintain organized digital and physical case files.

• Handle records-related invoices and ensure timely payment is coordinated when necessary before the release of records.

• Keep case management systems, request logs, and internal dashboards up to date.

• Retrieve and prepare records for attorney and paralegal use during case reviews, discovery, depositions, discovery responses, and trial preparation while safeguarding PHI and adhering to HIPAA and confidentiality standards.

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

⛳️ Requirements

• A high school diploma or GED along with at least a 2-year associate degree or paralegal certification.

• Minimum of 2 years of experience in records handling within a personal injury law firm, medical office, insurance company, healthcare environment, or similar setting.

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

• Working knowledge of records-request processes, HIPAA regulations, PHI management, confidentiality standards, and coordination with records custodians and process servers.

• Excellent organizational and tracking abilities, with the capacity to independently oversee 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, and established document naming, indexing, and filing procedures.

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

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

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

• Previous extensive experience in a records-focused legal or healthcare role.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and career advancement.

• Supportive and collaborative work environment.