[Hiring] Medical Records Admin Support @MyOutDesk

Role Description

We are seeking a highly organized and detail-oriented Administrative Specialist to support legal and medical case management processes. The role is primarily administrative, focusing on accurate documentation, compliance, and timely communication with internal teams and external partners. This is an ideal position for someone who thrives in structured processes and enjoys keeping information organized and accessible.

The Administrative Specialist ensures all case-related documentation is complete, accurate, and submitted according to deadlines. While there is no direct client interaction, this role plays a critical part in ensuring the smooth operation of cases, enabling the team to deliver excellent service efficiently.

Key Responsibilities

• Letters of Representation (LOR): Draft, review, and send letters to insurance companies accurately and promptly.
• Personal Injury Protection (PIP) Applications: Complete PIP forms for clients, ensuring all necessary information is gathered and properly submitted.
• Case Documentation: Collect, review, and organize case details from multiple sources. Maintain records that are easily accessible and compliant with internal standards.
• Record Maintenance: Update internal systems with accurate data on case progress, documents submitted, and pending requirements.
• Process Compliance: Ensure that all submissions and records adhere to legal, regulatory, and company standards.
• Internal Collaboration: Work closely with calling specialists, case managers, and other support teams to coordinate tasks and provide necessary documentation.
• Continuous Improvement: Identify gaps in processes and suggest improvements to enhance workflow efficiency and accuracy.

Qualifications

• Minimum of 1–2 years of experience in medical records administration, healthcare support, legal support, or a similar documentation-heavy role.
• Proven experience managing, requesting, and organizing medical records from healthcare providers, insurance companies, or legal entities.
• Exceptional attention to detail with a strong ability to review, verify, and maintain accurate and complete documentation.
• Strong organizational and time management skills, with the ability to manage multiple requests, follow-ups, and deadlines simultaneously.
• Excellent written and verbal communication skills, with the ability to professionally correspond with medical providers, insurance companies, and legal teams.
• Proficiency with CRM or case management systems such as Salesforce, HubSpot, or similar client/case tracking tools.
• Experience with legal case management platforms like Clio, Filevine, Litify, or PracticePanther is highly preferred.
• Familiarity with electronic medical records systems such as Epic, Cerner, or similar healthcare documentation platforms is a strong advantage.
• Proficiency in productivity and documentation tools including Google Workspace and Microsoft Office (especially Excel for tracking and reporting).
• Knowledge of HIPAA compliance and data privacy standards when handling sensitive medical information is strongly preferred.
• Experience with U.S. healthcare or personal injury law processes (e.g., medical record retrieval, billing, or claims coordination) is an advantage.
• Ability to work independently in a remote environment while maintaining productivity, accountability, and turnaround time expectations.
• Strong follow-through mindset, with persistence in tracking requests and ensuring timely completion of medical record retrieval.

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client.
• Independent Contractor Referral Program – Earn up to $330 for every successful referral.
• MOD Cash Advance Program available after 6 months of active service with MOD client/s.
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s.
• Dental Benefits through Maxicare Dental Hub.
• Optical Reimbursement for HMO principal members.
• Group Life Insurance with Accidental Death & Dismemberment coverage.
• Maternity Reimbursement for both normal and Caesarean delivery.
• 6 Paid US Holidays.
• 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client.
• 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s.
• Unlimited Upskilling Opportunities through MODUniversity.
• Mentorship and collaboration with global leaders and teams.
• Clear career advancement pathways within the organization.
• Diverse, inclusive, and supportive workplace environment.