ABOUT AK LAW FIRM
At AK Law Firm, we are dedicated to advocating for individuals who have been injured due to the negligence of others. Our mission is to deliver exceptional legal representation while providing personalized client service. We are currently seeking a Medical Records Specialist to join our growing team and support our commitment to client care and results-driven advocacy.
POSITION SUMMARY
The Medical Records Specialist is responsible for obtaining, auditing, organizing, and documenting the complete set of medical records and billing records required to support each client's personal injury claim. This position serves as the firm's primary point of contact with treating providers, records custodians, imaging centers, and third-party retrieval vendors, and is accountable for the accuracy, completeness, and timeliness of the records file from initial request through delivery to the Demand department. The role requires disciplined follow-up, a high standard of attention to detail, and strict adherence to HIPAA and all applicable privacy regulations. Because the sufficiency of a demand package depends directly on the quality of the underlying records, this position has a direct impact on case value, settlement timelines, and client outcomes.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Overall duties and responsibilities will include, but are not limited to, the following. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
Case File Intake & HIPAA Compliance
- Audit new case files to ensure valid, fully executed, HIPAA-compliant authorizations and required documents are on file before any request is initiated.
- Verify that authorizations are current, correctly dated, unrevoked, and accepted by the receiving provider or custodian; obtain corrected or re-executed forms through the Case Manager where deficiencies exist.
- Confirm client identifiers, dates of loss, and treatment date ranges are accurate before requests are transmitted. l Maintain strict confidentiality of all protected health information (PHI) and handle records in accordance with HIPAA, firm policy, and applicable state law.
Records & Billing Retrieval
- Initiate and manage correspondence with medical providers, hospitals, imaging centers, pharmacies, and records custodians to request medical records and itemized billing using the appropriate method — provider portal, third-party retrieval vendor, fax, mail, email, or telephone.
- Select the most efficient and cost-effective retrieval method for each provider based on known custodian requirements, turnaround history, and cost.
Tracking, Follow-Up & Documentation in Filevine
- Track and follow up on all outstanding medical and billing record requests using the established tracking
- statuses and automation in Filevine, maintaining a consistent follow-up cadence until the request is satisfied.
- Create and maintain the Records Thread in Filevine to communicate the current status of records to Case Managers, leadership, and other departments.
- Maintain up-to-date and accurate documentation in Filevine, including received records, correct provider names, and complete treatment dates.
- Ensure accurate file organization and consistent document naming conventions so that any team member can locate a record without assistance.
- Document every request, follow-up attempt, custodian response, and status change so the file reflects a complete and defensible retrieval history.
Records Auditing & Quality Control
- Obtain all necessary medical and billing records for each client's case and audit every received set for accuracy, completeness, and adherence to relevant standards and regulations.
- Review records to confirm the full treatment period is captured, that no pages or dates of service are missing, and that the records correspond to the correct client and date of loss.
- Cross-reference referrals and providers to ensure the treatment history is accurately and completely documented, identifying any provider seen but not yet requested.
- Address discrepancies or gaps in requested records, collaborating with providers, custodians, and Case Managers to obtain the necessary information.
- Identify and flag records that may affect case value — including prior treatment, gaps in care, and references to unrelated conditions — to the Case Manager and Medical Records Supervisor.
- Maintain a high level of attention to detail while reviewing and organizing records and bills.
Billing, Balances & Insurance Verification
- Audit billing records and verify outstanding balances for client treatment with each provider.
- Audit billing records to determine whether the client used health insurance; where health insurance was used, ensure Letters of Representation were sent by tasking the Case Manager via Filevine's activity feed.
- Cross-reference billing information against received medical records to confirm accuracy and complete, matching sets.
- Update Filevine with relevant billing information, including balances, payments, adjustments, and write-offs.
- Escalate potential liens, subrogation interests, letters of protection, and third-party payor issues to the Case Manager and Medical Records Supervisor for handling.
Tracking, Follow-Up & Documentation in Filevine
- Track and follow up on all outstanding medical and billing record requests using the established tracking statuses and automation in Filevine, maintaining a consistent follow-up cadence until the request is satisfied.
- Create and maintain the Records Thread in Filevine to communicate the current status of records to Case Managers, leadership, and other departments.
- Maintain up-to-date and accurate documentation in Filevine, including received records, correct provider names, and complete treatment dates.
- Ensure accurate file organization and consistent document naming conventions so that any team member can locate a record without assistance.
- Document every request, follow-up attempt, custodian response, and status change so the file reflects a complete and defensible retrieval history.
Records Auditing & Quality Control
- Obtain all necessary medical and billing records for each client's case and audit every received set for accuracy, completeness, and adherence to relevant standards and regulations.
- Review records to confirm the full treatment period is captured, that no pages or dates of service are missing, and that the records correspond to the correct client and date of loss.
- Cross-reference referrals and providers to ensure the treatment history is accurately and completely documented, identifying any provider seen but not yet requested.
- Address discrepancies or gaps in requested records, collaborating with providers, custodians, and Case Managers to obtain the necessary information.
- Identify and flag records that may affect case value — including prior treatment, gaps in care, and references to unrelated conditions — to the Case Manager and Medical Records Supervisor.
- Maintain a high level of attention to detail while reviewing and organizing records and bills.
Collaboration & Case Support
- Work closely with Case Management and the Demand department to ensure case communication is transparent and cohesive, supporting a productive and efficient work environment.
- Provide accurate status updates on request, and proactively notify the assigned Case Manager when a records set is complete and ready for demand preparation.
- Alert leadership to any records issue that may delay a demand, filing, mediation, or trial setting.
- Contribute to the improvement of records processes, templates, provider contact records, and tracking practices.
- Complete other relevant tasks and responsibilities as assigned.
QUALIFICATIONS
Required
● High school diploma or equivalent.
● One (1) or more years of experience in medical records retrieval, medical billing, a healthcare records or front-office setting, or a personal injury law firm.
● Working knowledge of HIPAA and medical records privacy requirements.
● Demonstrated ability to manage a high-volume workload with competing deadlines and consistent follow-up.
● Hands-on experience with a legal case management platform — Filevine, Needles, Litify, SmartAdvocate, CASEpeer, Trialworks, or a comparable system — including entering, tracking, and documenting case activity.
● Proficiency with Microsoft Office (Outlook, Word, Excel) and the ability to learn new case management, provider portal, and records retrieval software quickly.
● Professional written and verbal communication skills sufficient for daily contact with provider offices and internal departments.
Preferred
● Two (2) or more years of medical records experience in a personal injury or plaintiff-side litigation environment.
● Direct, hands-on experience with Filevine, including Records Threads, tracking statuses, activity-feed tasking, and document management.
● Familiarity with common provider portals and third-party records retrieval vendors.
● Working familiarity with medical terminology, CPT/ICD coding, and standard billing formats (CMS-1500, UB-04).
● Experience with letters of protection, health insurance billing, liens, or subrogation in a personal injury context.
● Bilingual (English/Spanish).
KNOWLEDGE, SKILLS, AND ABILITIES
● Attention to detail. Consistently identifies missing pages, incorrect dates, mismatched providers, and incomplete billing sets that others overlook.
● Organization and follow-through. Manages a large volume of open requests simultaneously without losing track of status or allowing requests to go stale.
● Discretion and integrity. Handles sensitive protected health information with professionalism and strict confidentiality.
● Persistence. Continues productive follow-up with unresponsive custodians while maintaining a courteous, professional relationship with provider offices.
● Written accuracy. Produces clear, correct, and complete documentation in the case management system.
● Independent judgment. Works with limited day-to-day supervision, prioritizes appropriately, and knows when to escalate.
● Collaboration. Communicates effectively across Case Management, Demand, and firm leadership.
Pay: $25.20 - $30.35 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
