[Hiring] Medical Records Clerk @HireHawk

Role Description

As a Medical Records Clerk, you will own the process of requesting, tracking, and retrieving medical records and itemized bills from U.S. healthcare providers. You will step into a team managing a significant volume of outstanding documentation, so consistent provider follow-up and strong organization will be central to your success.

Your work will help prevent delays as cases move toward demand preparation and other key stages of the personal injury lifecycle. This is a strong fit for someone who already understands U.S. medical records retrieval, is comfortable spending a meaningful part of the day on outbound follow-up, and takes satisfaction in closing the loop on difficult or delayed requests.

The working schedule is Monday through Friday, 8:00 AM to 5:00 PM Pacific Time.

Responsibilities

• Own medical records and itemized billing requests from initial submission through successful retrieval.
• Prepare and submit accurate HIPAA-compliant records requests and authorizations to hospitals, physicians, clinics, and other U.S. healthcare providers.
• Conduct consistent outbound follow-up with medical offices and provider records departments to keep outstanding requests moving.
• Track every request, follow-up, response, and pending item accurately using internal systems and spreadsheets.
• Review received medical records and bills for completeness, accuracy, and relevance to the client's accident and treatment.
• Identify missing records, incomplete billing, discrepancies, or documentation gaps and coordinate corrections with providers.
• Ensure required medical documentation is available as personal injury matters progress toward the demand stage.
• Coordinate closely with records department leads, case managers, and other internal teams to resolve documentation issues.
• Manage a high volume of simultaneous requests while meeting productivity, turnaround, and quality expectations.
• Assist with claims-opening or related administrative processes when needed.

Qualifications

• Prior hands-on experience requesting and retrieving medical records and medical bills from U.S. healthcare providers.
• Experience supporting U.S. personal injury matters or working within a personal injury legal environment.
• Strong spoken and written English, including confidence communicating directly with U.S. hospitals, clinics, physicians, and records departments.
• Working knowledge of HIPAA authorizations and the U.S. medical records retrieval process.
• Proven ability to manage a high volume of open requests, follow-ups, and deadlines without losing accuracy.
• Strong organizational skills, attention to detail, and persistence in following requests through to completion.
• Proficiency with Microsoft Excel, spreadsheets, and digital tracking systems.

Nice to Have

• Experience supporting a California-based personal injury law firm.
• Familiarity with medical billing, liens, subrogation, insurance claims, and provider billing processes.
• Experience using medical records retrieval platforms such as ProScan.
• Experience with legal case management systems such as Filevine or CASEpeer.
• Familiarity with the personal injury case lifecycle, particularly treatment documentation and demand preparation.