Medical Records Coordinator

About Barnes Trial Group 

Plaintiff's personal injury litigation law firm handling auto negligence, medical malpractice, premises liability, wrongful death, nursing home abuse, and mass tort cases. We have been in business since 2009 in Tampa Bay and have recently moved into a new office in South Tampa. Our new office has been carefully designed to allow lots of natural light in, has ample parking for employees and clients, and was crafted with our staff and their comfort in mind. We offer three-day weekends and flexible schedules to our staff to promote a healthy work/home life balance. 

Responsibilities: 

Work with a litigation team consisting of a paralegal, scheduling coordinator, and attorney to obtain and prepare medical files and create medical portfolios of personal injury litigation cases for mediations, depositions, and trial. This position is also responsible for assisting the legal team with other case-related duties.  

Duties: 

• Initiate and follow through on requests for records and bills when presented with a properly completed medical release or subpoena. 
• Prepare requested medical records for opposing counsel or other involved parties. 
• Utilize record request software to initiate record requests and follow-up requests in a timely manner.
• Receive, scan, classify, index, file and upload records into records repository (Adobe).
• Recognize how medical records relate to a patient's case and update the medical specials, liens, and parties in case management system (Filevine & Adobe)
• Review and audit medical records for accuracy and completeness. Ensure proper billing codes are used, promissory documents are sorted and update the case management software simultaneously. 
• Prepare as needed for trial, mediation or attorney review at periodic points throughout the case lifecycle.
• Perform other duties to support legal team as required.

Special Skills/Licenses/Training/Certifications Preferred: 

• Basic understanding of medical records and medical terminology.
• Ability to communicate with medical providers, clients, experts, and opposing counsel.
• Attention to detail, strong organizational skills, strong analytical and critical thinking skills and must be process driven and self-motivated to follow up until a task is completed.
• Proficient in time management.
• Motivated team player with solid organizational skills and able to work in a fast-paced environment. Ability to work independently.
• Proficient use of Filevine
• Basic understanding of the litigation process involving subpoenas, discovery, mediation, and trial. 
• Excellent verbal and writing skills are critical.
• Able to take direction from paralegal, attorney, and senior medical records clerk.
  
• Ability to multitask and grow with the changing legal environment. 
• Assist with backup correspondence on behalf of office operations. 
• Fluent in English and Spanish verbally and writing. 

Requirements 

• Must live in Tampa Bay area or be willing to commute from farther away
• Must have a minimum of 1 year of experience as a legal assistant in a litigation law firm or as a medical records coordinator in a medical facility or records retrieval company.
• Excellent verbal and written communication skills with excellent and consistent attention to detail. 
• Microsoft Office: Outlook, Excel, Word, Teams, and Adobe Acrobat Pro preferred.
• Proficiency in a paperless environment. 
• Ability to adapt and prioritize responsibilities and meet deadlines.