Records Paralegal

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

📋 Description

• Prepare and finalize subpoenas for state and federal courts, requesting medical and other case-related documents.

• Manage the records-request pipeline from the initial request to receipt, ensuring timely follow-up on outstanding items for swift acquisition.

• Schedule records deadlines and keep precise records of requests, receipts, and status updates.

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

• Communicate directly with providers and records custodians through frequent phone calls and written correspondence to address delayed, incomplete, or pending requests.

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

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

• Process invoices related to records and coordinate timely payments when necessary before the release of records.

• Keep case management systems, request logs, and internal dashboards updated.

• Collect 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.

⛳️ Requirements

• High school diploma or GED, along with a minimum of a 2-year associate degree or paralegal certificate.

• At least 2 years of experience in records handling within a personal injury law firm, medical office, insurance company, healthcare environment, 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.

• Solid understanding of records-request procedures, HIPAA, PHI management, confidentiality requirements, and collaboration with records custodians and process servers.

• Excellent organizational and tracking abilities, capable of independently managing multiple outstanding requests, deadlines, follow-ups, and case records without needing repeated reminders.

• Proficient in Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, and established procedures for document naming, indexing, and filing.

• Strong professional English communication, internet research, and investigative skills, including the ability to make a high volume of follow-up phone calls comfortably.

• 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 with opportunities for growth.

• Comprehensive health benefits package.

• Supportive work environment that encourages professional development.

• Flexible work hours and potential for remote work options.