Medical Records Coordinator

Want to be the driving force behind a premier law firm? You come FIRST!

A client’s journey toward justice starts with us. We are looking for top-tier talent to join our FIRST Team (Firm Intake, Records, Support & Triage Team). As the absolute heartbeat of our pipeline, this team handles everything from vital client intake and referral networking to critical case records management. If you are organized, empathetic, and want to work in an environment where your impact is felt from day one, you belong here. Because excellence starts FIRST.

Position Summary

The Medical Records Coordinator performs the full scope of intake responsibilities shared with the Intake Coordinator role, with the additional function of managing the medical records request and tracking process for cases the firm has accepted for investigation. This role requires strong organizational skills, meticulous attention to detail, and the ability to manage multiple concurrent workflows across both lead management and records procurement.

Essential Duties and Responsibilities

Intake Responsibilities

The Medical Records Coordinator performs all duties of the Intake Coordinator role, including:

• Receiving, screening, and entering leads from all inbound channels.
• Maintaining accurate lead records and task completion in Lead Docket.

Managing follow-up, attorney coordination, retainer execution, and declination process

Medical Records — Request and Procurement

• Upon attorney direction that a case is worth investigating, identify the full scope of records needed in coordination with the supervising attorney and Intake Lead.
• Prepare and distribute HIPAA-compliant authorization forms to clients for signature.
• Prepare record requests through patient portals, record request sites, and via correspondence as needed.
• Maintain a current records request log in Filevine for each case, including provider, date sent, method, and expected response.

Medical Records — Tracking and Follow-Up

• Monitor all outstanding records requests and follow up with non-responsive providers in a timely fashion, per procedure.
• Document all follow-up attempts in Filevine and/or Lead Docket.
• Escalate unresolved records issues to the Intake Lead after two unsuccessful follow-up attempts.

Medical Records — Receipt and Filing

• Review received records for completeness against the original request scope.
• Upload all received records to the appropriate Filevine folder same day as receipt.
• Notify the supervising attorney and Intake Lead upon receipt of records.
• Confirm when the complete records set has been assembled and notify the attorney for review.

Required Qualifications

• High school diploma or equivalent required.
• Minimum 1–2 years of experience in a law firm, medical office, or health-related administrative role.
• Familiarity with HIPAA requirements and medical records authorization processes.
• Strong organizational skills and ability to manage multiple concurrent request pipelines.
• Proficiency with CRM or case management software; experience with Filevine, Lead Docket or similar preferred.
• Excellent written communication skills for drafting provider correspondence.

Preferred Qualifications

• Prior experience in a personal injury or medical malpractice law firm.
• Experience with Lead Docket, Filevine, or similar platforms.
• Familiarity with medical terminology and common healthcare provider types.
• Bilingual (English/Spanish) a plus.

Knowledge, Skills, and Abilities.

• Understanding of HIPAA and the medical records authorization process.
• Ability to manage time effectively across two distinct but overlapping workstreams.
• High degree of accuracy and follow-through — records gaps can materially affect case outcomes.
• Professional written communication skills.
• Team-oriented and proactive in escalating issues before they become problems.

Join us as a Medical Records Coordinator and be part of a dedicated FIRST team committed to delivering exceptional client experiences. Your organizational skills and compassionate approach will help ensure smooth operations and positive outcomes for every individual we serve.

Pay: $25.50 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Language:

• Spanish (Preferred)

Ability to Commute:

• Winter Park, FL 32789 (Required)

Work Location: In person