Legal Assistant (Medical Records & Billing) - Remote

About the role

HireHawk is hiring a full-time remote contractor to support a personal injury pre-litigation team. This is a specialized medical records and billing role, not a traditional legal assistant or case manager position. About 70-80% of your time focuses on requesting, tracking, organizing and verifying medical records and bills, owning retrieval across 80-100+ active matters so attorneys and case managers have accurate documentation.

Key responsibilities

• Own the medical records and billing retrieval process from request through follow-up, receipt, verification, upload and team notification.
• Obtain complete records and bills from hospitals, physicians, clinics, imaging centers, EMS, specialists, chiropractors and other providers.
• Prepare accurate HIPAA authorizations and provider-specific request forms.
• Follow up with providers and billing departments weekly or more often, tracking turnaround times and flagging unresolved delays.
• Maintain a tracking system for pending requests, follow-up dates, deadlines and missing documents.
• Verify that records and bills match, dates of service and patient information are correct, and fix discrepancies such as missing treatment, missing providers or duplicates.
• Organize, label and upload records and bills into Filevine, update case statuses and notify the team of arrivals or gaps.
• Support attorneys and case managers with insurance claim filing, provider reduction requests, client updates and other pre-litigation needs.

Required profile

• Personal injury experience with a U.S. law firm, including hands-on retrieval of medical records and bills.
• Experience preparing HIPAA authorizations, completing provider forms and submitting requests to hospitals and other providers.
• Experience managing 80-100+ active matters with dependable tracking systems.
• Persistent, professional provider communication and clear spoken and written English.
• Strong attention to detail when reviewing records, bills, dates of service and patient information.

Nice to have

• Filevine experience.
• Familiarity with ChartSwap, Sharecare, Clearpath, MRO or CIOX.
• Exposure to Medicare, Medicaid or subrogation.
• Texas personal injury experience.

Pay is USD $1,200-$1,400 per month depending on experience, Monday to Friday 8:00 a.m. to 5:00 p.m. Central Time.