Medical Records & Lien Specialist — Personal Injury
Read this part first
We have been fighting for injured people in California for 36 years. Personal injury and bail surety. Thirty-six years means we're not an experiment. The experience you'd be around here comes from decades of doing this.
Here's the honest shape of this job: medical records and liens, with front desk and phone duties. Two real jobs in one seat. We're telling you that up front because we'd rather you know now than find out in week two.
And here's why the records half matters more than the title suggests. A personal injury case is won or lost on the medical file. Every dollar we recover for a client traces back to records that got requested, chased, and organized correctly — and to liens that got tracked instead of blowing up at settlement. It's the plumbing of the whole firm. Nobody sees it, and nothing works without it.
If you've done records or liens somewhere that treated it like busywork, we don't. The person who controls the medical file understands the case better than almost anyone else in the building.
What you'd actually do
Medical records and liens (the core of the job):
- Request medical records, billing, and radiology from providers, hospitals, and record vendors — and stay on them until it arrives.
- Track every outstanding request so nothing sits for three weeks because someone forgot to follow up.
- Review incoming records for completeness. Wrong date range, missing pages, wrong provider — you catch it, not us.
- Organize and name records in CLIO so any attorney or case manager can find what they need without a scavenger hunt.
- Track medical liens, letters of protection, and provider balances across active files, and keep lien correspondence current.
- Follow up with providers, lien holders, and billing departments by phone and in writing. Constantly.
- Flag treatment gaps, unusual billing, or missing providers to the case manager or attorney.
Front desk and phones (the other half):
- Answer and route incoming calls professionally.
- Greet clients and visitors and make them feel handled, not processed.
- Keep the front desk area organized and presentable.
- Assist with scheduling client and medical appointments and keeping calendars accurate.
- General clerical support — filing, scanning, data entry, mail.
- Support the attorney and case managers with whatever the day requires.
Where this could go
We're a 36-year-old firm with a small team, the stability of a practice that's been here for decades, and a team small enough that your work is visible to the managing attorney every day.
We're not going to promise you a promotion in a job ad. What we can tell you is what this seat exposes you to:
- The medical spine of a personal injury case — treatment, billing, liens, and how they translate into a demand package. This is knowledge that transfers anywhere in PI.
- Direct line of sight into case management — you'd be working alongside the people who run files, on the exact information they depend on.
- When roles open on a small team, we look inside first. Whether a role opens, and who's ready for it, depends on the needs of the firm and on performance — not on time served.
Straight talk: nothing in this posting is a guarantee of promotion, a raise, or continued employment. What we can commit to is being clear about what strong performance looks like and giving you the training and access to get there. The rest is on you.
Who we're looking for
Required — you must have real experience in at least one of these:
- Medical records retrieval and/or medical lien handling
- Personal injury (any role: case assistant, legal assistant, records clerk, intake)
- Litigation support at a law firm
- Medical billing, insurance claims, or a medical office
We mean actual experience. This posting is not for someone brand new to legal or medical work.
Required — non-negotiable:
- Self-starter. You find the next task instead of waiting for it.
- Problem solver. The hospital says the request is "in process" for the fourth time — you try three other doors before you bring it to us, and you bring options, not just the problem.
- Relentless follow-up. This job is 70% persistence. If chasing people down drains you, you'll hate it here.
- Organized under pressure. Dozens of open requests, multiple deadlines, phones ringing. You don't lose the thread.
- Comfortable in CLIO (or able to learn it fast), Microsoft Word, and Outlook.
- Professional, warm, and calm with clients who are stressed, in pain, and scared about money.
- Reliable, in-office attendance. This role can't be done remotely.
Strongly preferred:
- Bilingual (Spanish/English). A large share of our clients are more comfortable in Spanish, and this materially increases your value here.
- Prior CLIO experience.
- Familiarity with HIPAA authorizations and provider record request processes.
- Notary commission, or interest in obtaining one.
What we offer
- A 36-year-old firm — stability you can plan a life around
- Pay: DOE
- 401(k)
- Health insurance
- Hands-on training in personal injury records, liens, and AI-assisted legal workflows
- Direct access to the managing attorney — not four layers of management
- A small team where good work gets noticed
How to apply
Send your resume and a short note (3–5 sentences) answering this:
Tell us about a time you had to chase down a record, a bill, a lien balance, or a callback that nobody else could get. What did you actually do?
Applications without the note will not be reviewed. We're screening for follow-through, and this is the first test.
Job Type: Full-time Schedule: Monday–Friday, 9:00 AM – 5:00 PM Work Location: In person
Pay: $26.09 - $31.42 per hour
Benefits:
- 401(k)
- Health insurance
- Retirement plan
Work Location: In person
