Medical Records Case Manager & Field Courier — Houston, TX
Company: PHI Medical Records, LLC Location: Houston, TX — must reside in or near the Houston metro area (this role includes regular in-person driving and cannot be performed fully remotely) Job type: Full-time, hourly (non-exempt) Pay: $18–20/hr Schedule: Mon–Fri, 9:00 AM–5:00 PM Central, with flex opportunities available
About Us
Founded in 2017, PHI Medical Records, LLC is a medical record retrieval company that helps our client law firms obtain medical and billing records from healthcare providers across the United States. We retrieve requested records promptly and cost-effectively, proven up by affidavit, for use in legal and other formal proceedings. We take pride in our professionalism, high customer-service standards, and the value we deliver to our clients. We are a close-knit, supportive team, and we're looking for a reliable, detail-oriented person in the Houston area to grow with us.
The Role in a Nutshell
This is a hybrid position that combines two important jobs:
- Medical Records Case Manager: Your primary role is tracking and following up on medical and billing records for our cases, communicating with healthcare providers, and keeping cases moving through our system.
- Field Courier (Houston): A regular responsibility of this position is to be our person on the ground in Houston — picking up company mail from our designated delivery location, hand-delivering records requests to providers, and picking up completed records from facilities across the Houston metro area.
Most of our team works remotely on a flexible schedule, and the case-management side of this job offers that same flexibility. Because the courier duties require someone local and mobile, however, this particular role is based in Houston and involves regular in-person driving during the workday.
What You'll Do
Case Manager Responsibilities
- After initial onboarding, this portion of the job may be done remotely
- Order medical and billing records from providers based on tasks assigned in our case management system (Filevine)
- Follow up on outstanding requests weekly
- Complete assigned Filevine tasks by their due dates and meet all internal and client deadlines
- Confirm that providers received requests and follow up persistently until records are produced
- Review incoming affidavits and records for completeness and accuracy (properly filled out, signed, and notarized) and request corrections when needed
- Download, save, and upload records and imaging from provider portals into our system
- Communicate professionally with providers by phone, email, and fax, and escalate unusual situations to management
- Maintain accurate weekly timesheets in QuickBooks
- Protect all confidential and protected health information (PHI) at all times, in compliance with HIPAA
Field & Courier Responsibilities
- Pick up company mail from our designated delivery location on a regular schedule; process the mail to ensure it is properly filed
- Hand-deliver medical records requests to hospitals, clinics, and other providers around Houston
- Pick up completed records from provider facilities across the Houston metro area
- Safeguard all records in transit, taking reasonable measures to protect confidential documents from loss or theft
- Present professionally (business-casual attire) when visiting provider facilities
What We're Looking For
Required
- Technical proficiency: must be comfortable using a computer, web browser, email, and word processing software
- Reside in or near the Houston metro area
- Valid Texas driver's license and a reliable, currently-registered personal vehicle in good working order
- State-mandated minimum auto liability insurance (must be maintained on any vehicle used for company business)
- A clean driving record, free of DWIs/DUIs and any pattern of moving violations
- Strong attention to detail and follow-through — you notice when something is missing or incorrect
- Organized and able to juggle many active requests at once without letting things slip
- Self-motivated and dependable, comfortable working with minimal direct supervision
- Clear, professional written and verbal communication
- Comfortable learning and working across multiple software tools and online portals
- Able to handle sensitive, confidential information responsibly and discreetly
Preferred (but not required)
- Experience with medical records, healthcare administration, legal support, or personal injury cases
- Familiarity with case management or records software (e.g., Filevine) and provider portals
- Prior experience handling HIPAA-protected information
Driving Expectations
Because driving is a core part of this role, the selected candidate will be expected to:
- Operate their vehicle safely and follow all traffic laws
- Use hands-free equipment for any phone use while driving; never text while driving
- Report any citation or collision that occurs while driving for company business within 24 hours
- Understand that driving records may be periodically audited for compliance
Physical Requirements
- Regular driving to and from provider locations around the Houston metro area
- Ability to lift and carry boxes and packages of records
- Reliable transportation available during scheduled work hours
What We Offer
- A supportive, friendly team and a casual yet professional work environment
- Flexible scheduling for the case-management portion of the role
- Paid Time Off for full-time employees after a 90-day introductory period — 13 days in your first year (including 3 flexible holiday days you can use for any holidays you choose), increasing with tenure up to 25 days per year at 5+ years of service
- Paid jury duty leave
- Company will provide a computer, software, and other equipment needed for the role
- Employees in good standing are eligible for discretionary annual bonus
- Mileage reimbursement
Employment Details
- This is a full-time, at-will position with a 90-day introductory period.
- Employment is contingent on a background check, which — given the sensitive nature of the work — may include driving record, criminal history, and credit history.
- As a condition of employment, all team members sign a Confidentiality and Non-Disclosure Agreement and must comply with HIPAA and company data-security policies.
How to Apply
Submit your application through Indeed with a brief note about your experience and why this role appeals to you. We review applications on a rolling basis and will reach out to promising candidates to schedule a conversation.
PHI Medical Records, LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Pay: $18.00 - $20.00 per hour
Benefits:
- Flexible schedule
- Paid time off
License/Certification:
- Texas Driver's License (Preferred)
Work Location: Hybrid remote in Houston, TX 77008
