Medical Records Legal Assistant

Role Overview

This role keeps the evidence flowing in a busy personal injury practice, where treatment records and billing statements are the backbone of every claim. You will spend your days tracking down documentation that healthcare providers have not yet sent, confirming what has already arrived, and making sure every detail lands in the firm's case management system exactly where the legal team expects to find it. Without steady follow-through in this seat, attorneys end up working from incomplete files — so your accuracy and persistence directly shape how quickly cases can be evaluated and advanced.

Key Responsibilities

• Monitor open medical record and billing requests, chasing outstanding items until each one is received or formally resolved.
• Contact hospitals, clinics, and individual providers by phone and email to confirm request status, clarify missing items, and keep the process moving.
• Read through medical records and billing documentation that has already been submitted, verifying that the contents match what was requested.
• Record clear, accurate case notes and provider communication history inside the firm's case management system so nothing is lost between handoffs.
• Update case files with detailed entries covering who was contacted, when, and what was said or promised.
• Scan the full caseload for pending items and gaps, then prioritise follow-up so time-sensitive matters are not left waiting.
• Flag problems that require legal judgment — disputed records, incomplete authorisations, or unusual provider responses — and route them to the assigned Paralegal.
• Pitch in on general administrative and case-support tasks when the team needs extra hands.

Requirements & Qualifications

• At least one year of hands-on medical records experience inside a law firm, ideally supporting personal injury or a similarly document-heavy practice.
• Advanced English proficiency (C1 level), with the confidence to handle detailed phone calls and written correspondence with healthcare providers.
• Comfortable working across multiple communication channels — phone, email, and internal messaging — without letting any request fall through the cracks.
• Strong working knowledge of case management systems and the discipline to keep notes current and detailed.
• Sharp eye for detail when reviewing records and billing documentation, plus the judgement to spot when something belongs in front of a Paralegal.
• Organised, service-minded approach to dealing with providers, and the persistence to follow up repeatedly until a request is closed out.
• Candidates with limited legal exposure but a strong administrative or customer service background will also be considered, provided they can demonstrate the same level of organisation and communication skill.