Legal Administrative Assistant - Medical Records

Summary:

A meticulous administrative professional specializing in the management, organization, and secure handling of medical records for legal use. The role supports daily operations of paralegals, legal nurse consultants, and attorneys by managing and following up on medical records, processing documentation requests, updating electronic records systems, and ensuring accuracy and confidentiality of all data. Streamline workflows, retrieve records efficiently, and uphold high standards of patient/client privacy.

Essential Duties and Responsibilities:

The following duties are not intended to serve as a comprehensive list of all duties performed, only general illustrations of the primary types of work that may be performed. Job descriptions are subject to change as the needs of the firm and requirements of the job change. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function of the position.

• Review and organize medical records.
• Prepare correspondence such as expert retention documents.
• Calendar follow-up to ensure timely return/delivery of documents.
• Set up expert file folders in firm software.
• Send expert medical records and images via secure file.
• Perform data entry and update spreadsheets.
• Assist team with managing patient/client records and timely follow-up.
• Create medical records and deposition binders for trial preparation.
• Collaborate closely with legal nurse consultants.
• Track and prioritize deadlines, monitor case progress, and ensure timely completion of tasks.
• Properly name and upload records in firm software.
• Close files.
• Other duties as assigned.

Skills and Minimum Qualifications:

• High-School Diploma or equivalent.
• 2 or more years of experience working in a medical records environment.
• Strong attention to detail and understanding of medical record workflows.
• Excellent organizational skills. 
• Communicate professionally and distinctly with external contacts and co-workers.
• Multitask and manage time effectively with the ability to prioritize.
• Must be organized, proactive and deadline-driven, work independently and as a team member. 
• Proficient use of Microsoft Outlook, Word, and Excel functions.
• Ability to navigate and manage documents within the firm’s document management system (such as iManage).

Working Conditions:

The worker is not substantially exposed to adverse environmental conditions (typical office or administrative work).

This is an in-person position (NOT remote).

Physical Requirements:

• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time.
• Repetitive Motion: Making substantial movement (motions) of the wrist, hands, and/or fingers.