Records Paralegal

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

📋 Description

• Prepare and finalize subpoenas for state and federal courts that request medical and other relevant 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 swiftly as possible.

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

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

• Engage directly with providers and records custodians through regular 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.

• Obtain properly executed records-custodian certificates and keep digital and physical case files organized.

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

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

• 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 requirements.

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

⛳️ Requirements

• A 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 closely related field.

• Experience in legal records retrieval, litigation support, or a comparable paralegal role, including the preparation or finalization of state and federal court subpoenas.

• Familiarity with records-request procedures, HIPAA, PHI handling, confidentiality requirements, and coordination 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 requiring repeated reminders.

• Proficiency in Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, and established document naming, indexing, and filing protocols.

• Strong professional English communication, internet research, and investigative skills, including comfort in making a high volume of follow-up telephone 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 long-term experience in a records-focused legal or healthcare role.

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional development and growth.

• Supportive and dynamic work environment.