Medical / Legal Record Retrieval Specialist
Full-Time In office, Hibrid, or Remote Positions Available Hours: Monday – Friday | 8:00 AM – 5:00 PM PST About the Position: Growing legal copy service company is seeking a highly motivated and detail-oriented Coordinator / Expeditor to join our team full-time. This is a remote position ideal for someone who thrives in a fast-paced environment, communicates professionally, and is skilled at managing deadlines while handling record retrieval and client coordination. The ideal candidate is proactive, organized, comfortable making a high volume of calls, and capable of independently resolving issues to ensure records are obtained in a timely manner.
Responsibilities
Responsibilities include, but are not limited to:
- Handle 40–50 incoming and outgoing calls daily to medical facilities, providers, and record custodians as a scheduler, coordinator, and appointment setter.
- Follow up on pending record requests and ensure records are retrieved within required deadlines.
- Build strong working relationships with clients to ensure excellent customer satisfaction.
- Develop professional relationships with facilities and provider offices to help escalate delays and expedite record retrieval.
- Perform research and verification of provider information and facility requirements.
- Manage calendars, scheduling appointments, and monitoring pending deadlines.
- Conduct EAMS searches and case-related research.
- Review records and documents received to verify accuracy and completeness.
- Review provider billing and ensure invoice accuracy prior to processing.
- Prepare, send, receive, and respond to correspondence including:
- Bills
- Declarations of Due Diligence
- Legal correspondence
- Status updates
- Provider communication
- Handle administrative tasks including:
- Filing
- Faxing
- Mailing
- Email correspondence
- Document organization
Qualifications
We are looking for someone who has:
- Prior experience working in a legal copy service strongly desired but not required.
- Experience with medical record retrieval, subpoena processing, or legal support services is a strong plus.
- Excellent customer service and relationship-building skills.
- Ability to work independently with minimal supervision.
- Strong organizational skills with the ability to manage multiple priorities simultaneously.
- Ability to think critically and solve problems creatively when encountering delays or obstacles.
- Experience working in a fast-paced deadline-driven environment.
- Strong verbal communication skills with excellent phone etiquette.
- Active listening skills and professional communication style.
- Experience using:
- Microsoft Excel
- Microsoft Word
- Email systems
- Calendars
- Internet-based research tools
- Ability to work well with others while maintaining accountability in a remote work environment.
- Positive attitude, professionalism, and strong work ethic.
Compensation & Benefits
- $20 – $21 per hour (based on experience and geographic location)
- Direct Deposit
- Paid Holidays (after successful completion of 90-day probationary period)
- Vacation Accrual
What We Value We are looking for someone who is:
- Detail-oriented
- Reliable
- Professional
- Solution-focused
- Comfortable handling high-volume communication
- Able to work under pressure while maintaining accuracy
- Committed to delivering exceptional service to our clients
Apply To This Job