[Hiring] Records Paralegal @HireHawk

Role Description

As a Records Paralegal, you will own the day-to-day retrieval, tracking, organization, and quality control of records for active legal cases. You will support attorneys and paralegals by preparing subpoenas, coordinating with process servers and records custodians, following up on outstanding requests, and ensuring received records are complete and properly stored.

This role requires persistence: providers may need repeated follow-up, multiple requests will be outstanding at once, and deadlines cannot be allowed to slip. You will work under immediate supervision while being expected to independently manage your records pipeline and keep the legal team informed of its status.

Responsibilities

• Prepare and finalize state and federal court subpoenas requesting medical and other case-related records.
• Own the records-request pipeline from initial request through receipt, ensuring outstanding items are followed up on consistently and obtained as quickly as possible.
• Calendar records deadlines and maintain accurate request, receipt, and status information so attorneys and paralegals can easily see where each request stands.
• Coordinate with process servers to secure proper service, including researching alternative provider names, addresses, and contact information when necessary.
• Work directly with providers and records custodians through frequent telephone and written follow-up to resolve delayed, incomplete, or outstanding requests.
• Review incoming records for completeness, certification, clarity, and accuracy before saving and indexing them according to firm protocols.
• Obtain properly executed records-custodian certificates and maintain organized digital and physical case files for efficient retrieval.
• Process records-related invoices and coordinate timely payment when payment is required before records can be released.
• Keep case management systems, request logs, and internal dashboards current with real-time information on outstanding and completed requests.
• Retrieve and prepare records for attorney and paralegal use during case review, discovery, depositions, discovery responses, and trial preparation while protecting PHI and complying with HIPAA and firm confidentiality requirements.

Qualifications

• High school diploma or GED plus at least a 2-year associate degree or paralegal certificate.
• At least 2 years of records-handling experience in a personal injury law firm, medical office, insurance company, healthcare setting, or closely related environment.
• Experience with legal records retrieval, litigation support, or a similar paralegal function, including preparing or finalizing state and federal court subpoenas.
• Working knowledge of records-request procedures, HIPAA, PHI handling, confidentiality requirements, and coordination with records custodians and process servers.
• Strong organizational and tracking skills, with the ability to independently manage multiple outstanding requests, deadlines, follow-ups, and case records without repeated reminders.
• Proficiency with Microsoft Word, Excel, Outlook, Adobe Acrobat, document scanning, and established document naming, indexing, and filing procedures.
• Strong professional English communication, internet research, and investigative skills, including comfort making a high volume of follow-up telephone calls.
• Direct experience supporting a U.S. personal injury law firm.
• Experience preparing records for discovery, depositions, case review, and trial. (nice to have)
• Experience maintaining legal case management systems, records dashboards, and detailed request logs.
• Previous long-term experience in a records-focused legal or healthcare position.