Medical / Legal Record Retrieval Specialist

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 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.

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