A growing plaintiff personal injury law firm in Venice Beach is seeking a highly organized and detail-oriented Medical Records Coordinator to manage all aspects of obtaining, organizing, reviewing, and maintaining clients' medical records and billing documentation throughout the lifecycle of personal injury claims. This position plays a critical role in supporting attorneys, case managers, and litigation staff by ensuring complete and accurate medical documentation is available for case evaluation, settlement negotiations, mediation, and trial preparation.
The ideal candidate has experience working in a law firm or medical records department, understands personal injury case management, and thrives in a fast-paced, deadline-driven legal environment.
Key Responsibilities
- Request medical records, billing statements, lien information, radiology images, and diagnostic reports from hospitals, physicians, chiropractors, physical therapists, surgery centers, imaging facilities, pharmacies, and other healthcare providers.
- Track all outstanding record requests and follow up with providers to ensure timely receipt.
- Review incoming medical records for completeness and identify missing treatment dates or providers.
- Organize medical records electronically using the firm's document management and case management systems.
- Create chronological medical treatment summaries and treatment timelines for attorneys and litigation staff.
- Index, bookmark, and label medical records for easy attorney review.
- Maintain accurate medical provider lists and treatment histories for each client.
- Coordinate HIPAA-compliant authorizations and ensure all releases are properly executed.
- Request and monitor medical liens from healthcare providers and government agencies.
- Communicate professionally with medical providers regarding outstanding balances, billing disputes, and record requests.
- Assist with preparation of settlement demand packages by compiling complete medical documentation.
- Support litigation by preparing exhibits, medical record binders, and trial notebooks.
- Update case management software with medical treatment information and document status.
- Ensure compliance with confidentiality, HIPAA regulations, and firm policies.
- Work closely with attorneys, case managers, paralegals, and legal assistants to meet litigation and settlement deadlines.
- Assist with subpoena responses and deposition record requests as needed.
- Identify gaps in treatment or missing records and proactively resolve documentation issues.
Qualifications
- 2+ years of experience obtaining medical records, preferably in a plaintiff personal injury law firm.
- Experience working in a legal, insurance defense, workers' compensation, or healthcare environment is preferred.
- Strong understanding of medical terminology, diagnoses, procedures, and treatment documentation.
- Knowledge of HIPAA regulations and medical record authorization requirements.
- Experience with electronic medical records (EMR) and document management systems.
- Familiarity with California personal injury litigation procedures is preferred.
- Excellent organizational and time management skills.
- Ability to manage a high volume of record requests simultaneously.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Proficiency in Microsoft Office Suite, Adobe Acrobat, and legal case management software such as Filevine, SmartAdvocate, Litify, Needles, Clio, or similar platforms.
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Retirement plan
Experience:
- Medical Records Coordinator: 2 years (Required)
- Plaintiff Personal Injury: 1 year (Required)
Ability to Commute:
- Venice, CA 90291 (Required)
Work Location: In person
