[Hiring] Legal Assistant @HireHawk

Role Description

This is a specialized medical records and billing role supporting a personal injury pre-litigation team, not a traditional legal assistant or case manager position. Approximately 70–80% of your time will focus on requesting, tracking, organizing, and verifying medical records and bills. You will own retrieval across 80–100+ active matters, giving attorneys and case managers accurate documentation and clear visibility into what is still outstanding.

Responsibilities

• Own the medical records and billing retrieval process from initial request through follow-up, receipt, verification, upload, and team notification.
• Obtain complete records and bills from hospitals, physicians, clinics, imaging centers, EMS, specialists, chiropractors, and other treating providers.
• Prepare accurate HIPAA authorizations and provider-specific request forms to reduce avoidable delays.
• Keep requests moving through weekly or more frequent follow-ups with providers and billing departments, tracking turnaround times and flagging unresolved delays.
• Maintain a reliable tracking system for pending requests, follow-up dates, deadlines, and missing documents across your active matters.
• Verify that records and bills align, dates of service and patient information are correct, and missing treatment, missing providers, duplicate records, or other discrepancies are identified and addressed.
• Organize, label, and upload records and bills into Filevine, update case statuses, and notify the team when documents arrive or gaps require attention.
• Support attorneys and case managers with insurance claim filing, provider reduction requests, client updates, and other pre-litigation case needs.

Qualifications

• Personal injury experience with a U.S. law firm, including hands-on responsibility for retrieving both medical records and medical bills.
• Experience preparing HIPAA authorizations, completing provider-specific forms, and submitting requests to hospitals and other medical providers.
• Experience managing a high-volume workload of 80–100+ active matters with dependable systems for tracking requests, follow-ups, deadlines, and missing documents.
• Persistent, professional provider communication and follow-up, with clear spoken and written English.
• Strong attention to detail when reviewing records, bills, dates of service, and patient information, with the initiative to resolve gaps and keep the team informed without repeated reminders.

Nice to Have

• Experience using Filevine.
• Familiarity with one or more retrieval platforms: ChartSwap, Sharecare, Clearpath, MRO, or CIOX.
• Exposure to Medicare, Medicaid, or subrogation.
• Texas personal injury experience.