What are the responsibilities and job description for the WC File Clerk/Medical Records Coordinator position at Bader Scott Injury Lawyers LLC?
The person for this job is passionate about coming to work for an organization that is making a difference with clients and our communities. A person who enjoys the thrills of working in a fast-paced environment with a diverse group of people. The person for this job is exceptional both on & off the job, carries the brand to friends and family, and lives by our core values.
The Workers’ Compensation File Clerk/Medical Records Coordinator is responsible for following a filing system to properly scan and store all mail, faxes and documents in the correct client’s case for easy retrieval. Requesting and saving of Medical Records and 102 documents for legal teams. Properly and quickly calendaring all events such as hearings, mediations, and notifiying the legal team when a settlement has been approved by the State Board of WC. File Clerk is also responsible for monitoring ICMS emails.
General Tasks:
File Clerk/ Medical Record Coordinator’s general duties are as follows:
- Develop organized filing systems.
- Create, process, and maintain file records.
- File and retrieve documents the legal team.
- Prepare records for satellite offices as needed.
- Download and Keep all CD files
- Calendars all events
- Manages Seth’s ICMS Email
- Process checks for the firm for accounting
- Requesting, Following up, paying for and saving of Medical Records
- Requesting, Following up, and saving 102 documents
- Send Birthday Text to clients every month
The file clerk/ medical records coordinators are responsible for managing the Incoming and Outgoing mail, locating and retrieving requested files, as well as labeling legal document file folders and labels in the correct client’s case file.
File clerks/ medical records coordinators use the firm’s case management software system, to maintain electronic records, including correspondence, receipts, medical records, checks, pictures, diagnostic reports, contracts, and invoices, to ensure that the information is easy to locate by the legal team when it's needed.
In addition to the above duties, file clerks may be called on to assist with reception, greeting guests, answering phone calls, and drafting letters and emails.
File Clerk/ Med Rec Coordinator Skills & Competencies
This role requires strong organization and communication skills as well as attention to detail.
Other required skills are:
- Computer and software skills
- Reading & writing comprehension skils
- Listening skills
- Critical-thinking skills
Role Responsibilities
- opens and sorts all of the mail
- File Clerks are responsible for checking the faxes throughout the day
- Faxes come in every 2 mins or 5 mins
- An average of 15 faxes are received per day
- File Clerk uploads the fax to documents search and names each document accordingly
- File Clerk then tasks the asst, to let them know they received a fax
- Termination Letters that come through as a fax is uploaded the client’s file in document search
- File Clerk sends an email to Ownership, Director of Dept, Client Success, the handling attorney and legal asst and the client file
- Attorney and Asst forward emails they receive with attached documents, discovery, medical records and forms
- Uploads all documents in the client’s file in Filevine
- Names the documents according to its content
- Task the asst to let know them it is saved in the file
- An average of 20 documents are forwarded per day
- Checks for hearing and amended hearing notices in the ICMS Email throughout the day
- Finds the client’s file in Filevine
- Looks to confirm that the date of injury and claim number match the notices
- Calendars the hearing date in the client’s Calendar in Filevine
- Checks for mediation notices in the ICMS Email throughout the day
- Finds the client’s file in Filevine
- Looks to confirm that the date of injury and claim number match the notice
- Calendars the mediation date in the client’s Calendar in Filevine
- Checks for Board orders, notices and awards in the ICMS Email throughout the day
- Checks for Telephone Conferences in the ICMS Email throughout the day
- Work within their legal pods to request, follow-up, pay for and save/label all medical records received.
Qualifications
- College (preferred)
- Bilingual (preferred)