Intake Receptionist and Records Coordinator

Intake Receptionist & Records Retrieval Coordinator

We are a growing plaintiff-side personal injury law firm seeking a dependable, organized, and personable Intake Receptionist & Records Retrieval Coordinator.

This position combines client intake with investigative records retrieval. The right person will help us evaluate new cases, obtain the documents needed to investigate claims, and make sure important evidence is requested, tracked, and received.

This is a great role for someone who enjoys helping people, solving problems, tracking down information, and making sure no detail falls through the cracks.

Responsibilities

Client Intake

• Answer incoming calls and provide a professional, compassionate first impression.
• Complete new-client intake calls involving personal injury, wrongful death, medical malpractice, nursing home negligence, and other serious injury matters.
• Gather detailed information about potential cases, injuries, medical treatment, witnesses, insurance, and other relevant facts.
• Enter intake information accurately into the firm's case management system.
• Schedule appointments and conduct follow-up with potential clients.
• Promptly alert attorneys to urgent or potentially significant matters.

Records & Investigation Retrieval

• Request and track records needed to investigate and develop personal injury and wrongful death cases.
• Obtain medical records, billing records, radiology, and itemized statements.
• Request police reports, accident reports, body-camera footage, photographs, 911 recordings, and other law-enforcement records.
• Submit open-records and public-record requests to state and local agencies.
• Obtain state investigation and regulatory records involving nursing homes, healthcare facilities, daycare providers, and other entities.
• Request death certificates, autopsy reports, coroner or medical examiner records, and related investigative materials.
• Obtain EMS, fire department, and ambulance records.
• Request incident reports, inspection records, licensing records, and other government or agency documents relevant to a case.
• Communicate with hospitals, medical providers, law-enforcement agencies, state agencies, medical examiners, record custodians, and third-party retrieval vendors.
• Follow up persistently on outstanding requests until records are received.
• Review productions to determine whether requested records are complete.
• Identify missing records, dates, providers, reports, exhibits, photographs, or other materials and send supplemental requests when necessary.
• Organize and save records according to firm procedures.
• Document all requests, follow-ups, costs, invoices, and receipt dates in the firm's case management system.

What We’re Looking For

• Excellent phone and communication skills.
• Strong attention to detail and organization.
• Curiosity and persistence when tracking down information.
• Ability to manage numerous outstanding requests and deadlines at the same time.
• Comfortable communicating with injured clients and grieving families.
• Professional and persistent when dealing with hospitals, government agencies, law enforcement, and record custodians.
• Strong computer and data-entry skills.
• Dependable, accountable, and able to work independently.
• Someone who takes ownership of a task and follows it through to completion.

Experience in a personal injury law firm, medical office, healthcare setting, records department, government agency, insurance company, or investigative role is preferred but not required.

Experience with Filevine, Microsoft 365, Adobe Acrobat, medical-record ordering platforms, public-record requests, or legal case-management software is a plus.

Compensation

Suggested range: $21-$25 per hour, depending on experience.

Additional compensation may be available for candidates with significant personal injury, records retrieval, investigative, or Filevine experience.

Performance-based bonuses may also be available.

Why Work With Us

We are a small, client-focused personal injury law firm where each team member plays a meaningful role in our cases.

This is more than a traditional receptionist or medical-records position. You will help gather the evidence our attorneys use to evaluate and build cases—from medical records and police reports to state investigations, autopsies, and other critical documents.

We value team members who are curious, organized, resourceful, and persistent. If you enjoy figuring out where information is located, who has it, and how to obtain it, this may be a great fit.

To Apply

Please submit your résumé and a short response addressing:

• Why does this position interest you?
• What experience do you have with client intake, records retrieval, healthcare, law firms, government records, or investigative work?
• Tell us about a time you had to track down information or records from multiple sources.
• Describe how you organize and monitor outstanding tasks that require repeated follow-up.

Pay: $21.00 - $25.00 per hour

Expected hours: No more than 30.0 per week

Benefits:

• Flexible schedule

Work Location: In person

Salary : $21 - $25